Full Sail Partners Blog | Cynthia Fuoco

Managing project billing efficiently is a crucial aspect of financial operations for project-based firms. Deltek Vantagepoint offers a highly adaptable billing system that allows firms to generate various billing formats for clients—without needing to create multiple invoice templates. This is made possible through Vantagepoint’s Project Billing Terms, which seamlessly integrate different billing types, including Fixed Fee, Percentage of Completion, Hourly, Consultant, and Expense billing, all within a single invoice.

The Challenge of Mixed Billing

While this flexibility is a major advantage, it does present a challenge: invoices can become lengthy and complex, with separate sections for each billing type. For example, while Fixed Fee billing phases can be consolidated into a single block, Time and Materials (T&M) phases must be displayed separately. This can result in multi-page invoices that are cumbersome for both firms and their clients to review.

How Full Sail Partners’ Custom Solutions Enhance Deltek Vantagepoint’s Invoicing

To address this challenge, the custom solutions team at Full Sail Partners has developed an innovative invoice format that consolidates all Fee, Time, Consultant, and Expense billing into a single, streamlined block. This enhancement can be applied to any existing Vantagepoint Invoice Template, significantly improving efficiency and readability.

Key Features of the Vantagepoint Summary Block Invoicing

An example of this custom invoice format is:

Phases and Budgeting

• Hourly billing phases, such as Pre-Design and Schematic Design, are presented with a budget limit.
• Billable time for these phases is displayed in the Job-to-Date (JTD) Billed column, with the percentage complete automatically calculated by dividing JTD Billed by the Budget. /li>

Flexible Display Options

• A new feature allows users to show or hide the Fee Remaining Column based on preference.
• Design Development phases can be billed hourly without a budget limit, reflecting actual billable time in the JTD Billed column.

Percentage of Completion Billing

• Phases such as Bidding and Negotiation utilize the Percentage Complete method, with values entered in the Fee tab of Billing Terms.
• JTD Billed values follow standard Percentage Complete billing practices, ensuring accuracy.

Reimbursable Expenses Tracking

• Actual charges for reimbursable expenses are displayed with a budget limit, and JTD Billed values are presented similarly to labor phases.
• This feature includes the ability to calculate the percentage complete in relation to the budget, ensuring transparent and accurate expense tracking.

Transforming Invoicing Efficiency

By implementing this new invoice format, firms can significantly reduce the length of their invoices. Previously, invoices could span anywhere from two to five pages, making them cumbersome for both accounting teams and clients to process. Now, with the streamlined design, invoices can be condensed into a single-page summary, making it easier for clients to review and approve payments.

Additionally, firms can opt to include a Billing Backup as part of their billing terms, which provides detailed time and materials phase breakdowns as needed. This ensures that while invoices remain concise, additional supporting details can still be provided for transparency.

Enhanced Customization for Tailored Invoices

Another significant benefit of this invoice format is the enhanced customization options. The system allows Fee and Labor Phases to be presented in a summarized block format, while Consultant and Reimbursable Expense charges can still be displayed separately. This flexibility is made possible through custom fields in the Projects Hub, enabling firms to choose which charges to consolidate and whether to display the “Remaining” column.

With these customizations, firms gain the ability to tailor their invoicing process to meet the specific needs of their clients while maintaining a standardized approach to billing.

Why Choose Full Sail Partners’ Custom Invoice Solution?

Deltek Vantagepoint already provides a robust billing system, but Full Sail Partners’ custom invoicing solution takes it to the next level by improving efficiency, clarity, and usability. Whether your firm struggles with lengthy invoices, complex mixed billing scenarios, or the need for better customization, this solution offers a streamlined approach to invoicing that benefits both internal teams and clients.

Get Started with a Custom Invoicing Solution Today

If your firm is looking for a more efficient way to manage invoicing in Deltek Vantagepoint, our custom solutions team at Full Sail Partners is here to help. We have successfully implemented this streamlined invoicing format for multiple clients, helping them improve accuracy, reduce administrative burden, and enhance the client billing experience.

Interested in learning more? Click below to provide us your specific needs so we can help you optimize your invoicing process with Deltek Vantagepoint!