Deltek Vision Customization: Simplify Your Billing Invoice

Deltek Vision’s billing system is very versatile, allowing you to present many different billing formats for your clients without having to create different invoice designs. This is accomplished by using Vision’s Project Billing Terms. By using billing terms you can produce an invoice for your clients that bills Fixed Fee, % Complete against a Fee, Hourly, Consultant and Expense billing, all on a single invoice. A drawback to this “mixed billing” formatting in Vision is that it produces a lengthy invoice with individual billing sections for each billing type. The fee billing phases can be combined into a single billing block, but each T&M phase must be billed separately.

So how can this be resolved?
Full Sail Partners' custom department has tackled this issue with several of our clients and has designed a solution to this problem. The invoice design can be used with any of your existing Vision Invoice Templates and combines all of your Fee, Time, Consultant and Expense billing into a single billing block:

 

 

 

 

 

 

 

 

In the sample above:

1. Pre-Design and Schematic Design phases are hourly with a limit (Budget)

• The actual value of the billable time entered on these phases is displayed in the JTD Billed Column
• The percent complete is calculated by dividing the JTD Billed into the Budget
• The Fee Remaining Column is another new feature that can be displayed or suppressed (hidden)
• Design Development is hourly without a limit/budget

• JTD Billed = the value of billable time on the phase
• Percent Complete is not displayed when there is not a limit/budget
• Bidding and Negotiation is Percent Complete by Phase

• The Percent Complete is entered in the Fee tab of Billing Terms
• JTD Billed is calculated from the % Complete, as in typical % Complete Billing
• Reimbursable Charges are actual charges with a limit/budget

• Like the Labor phases above, the actual value of billable expenses is displayed in the JTD Billed column
• The percent complete is calculated by dividing the JTD Billed into the Budget
• The Fee Remaining Column is another new feature that can be displayed or suppressed (hidden)

By using this new invoice design, an invoice that might have been 2-5 pages long can now be presented to the client on a single page. Additionally, Billing Backup displaying the details for the time and materials phases can be added to the invoice by selecting that option in the billing terms, as normal.

One other feature that is included with this invoice design is the ability to present the Fee and Labor Phases in the block format above, while displaying Consultant and Reimbursable Expense charges in their traditional sections following the Fee/Labor billing block. This is accomplished by the use of custom fields in the project info center which allow for individual selections for Consultant Charges, Reimbursable Expenses and the option to display or suppress the “Remaining” column above.

View the video for a demonstration of this flexible new invoice design or contact your Full Sail Partners representative. Your clients will love it and your invoices will be easier to read.