Example: one client, one retainer, one project
Agency, client and amounts are invented. The agency looks after a client's website for a fixed monthly fee and is rebuilding the client's online shop alongside, billed by the hour.
The retainer as a recurring invoice
| When | What ZepDesk does | What you do |
|---|---|---|
| Once | stores the invoice “Website support” for €2,400.00 net as a template, monthly interval | switch on “create recurring invoice”, optionally with an end of the series |
| Every month | creates an invoice draft from the template, with the service period of the new month and the due date from the client's payment terms | review and send the draft |
| At the end of the series | creates no further drafts | nothing |
The project by the hour
| Shown in the project | Value |
|---|---|
| Hours recorded by the team | 96 of 120 h |
| Recorded amount, 96 h at €95.00 | €9,120.00 |
| Billed | €0.00 |
Your invoice for the hours then reads 96 hours at €95.00: €9,120.00 net, €1,732.80 VAT, €10,852.80 gross. Together with the retainer this month brings €11,520.00 net in turnover with this client. If the project goes over budget, ZepDesk shows the hours in red.
What it is made of
Project with client, budget in hours and default hourly rate, plus tasks, milestones and schedule. Included in the plan.
Time per day or week, related to a project, a client or internal work, submitted and approved. Whoever only records their own time does not see the hourly rate. Included in the plan.
Monthly, quarterly, half-yearly or yearly, each as a draft to review. Public-sector clients receive them as an e-invoice.
The bank reconciliation matches transfers to their invoices; open items and dunning follow from it.
What ZepDesk does not take on
Create your first project.
Switch on Projects and Time tracking, set budget and hourly rate, invite the team.