BILLING and Deposits PROCESS OVERVIEW

General Deposit Notes 

      1. Reduce invoice reminders to once a week

      2. Do no apply late charges on deposits

      3. If you have doubts about how much to invoice please check with the Salesperson or review contracts for small contracts.

      4. If client has said they have mailed a check turn off reminders to 10 days after they have notified you

      5. If deposit is not received after receiving reminders and there is no word from client, call client and request an update, if after calling 3 times, send an email requesting an update.

      6. Always keep communication very prompt with the client when it comes to deposits. contact clients after a deposit has been received thanking them and and let them know we are working on scheduling.  

        1. SCRIPT: Hello Mr. Mrs(Clients Last Name), I am following up to let you know we have successfully processed your deposit and we are working on getting you on our schedule. Your Project manager will be reaching out to discuss scheduling. In the Meantime reach out if you have any questions. Thank you.

Billing Construction Deposits 

    1. When billing deposits for construction projects the normal amount to bill for a construction project will be 10% or $1,000 whichever is less. (Reduce reminders to once a week, no late charges on deposits)

    2. When the project is less than $2000 Check with project manager on how much to bill out for deposit prior to release

    3. Examples of wording for construction types of project to recognize:

      1. Remodeling

      2. Renovation

      3. Repairs

      4. Install or installation

      5. Construction

      6. Deck, Pergola, Pavilion 

      7. Concrete Work

      8. Etc.

Billing deposits for Permit work, Consultations or Leak Detection Deposits

    1. Deposits for Permit Administration/Permit running, Consultations or Leak Detections will always be 100% of the Total.

    2. Examples of wording for Leak detection types of project to recognize:

      1. Leak Detection

      2. Leak Evaluation

      3. Leak Discovery

    3. Examples of wording for consulting types of project to recognize:

      1. Any thing with Consultation in the name 

      2. Site review

      3. Site visit

    4. Examples of wording for Permit admin types of project to recognize:

      1. Permit administration

      2. Permit Running

      3. Permit Submittal 

 Billing Design Related Deposits

    1. When billing deposits for Design projects the normal amount to bill will be 50%

    2. When the Contract is more than than $15,000 Check with project manager on how much to bill out prior to release

    3. Examples of wording for Design types of project to recognize

      1. Plan Development 

      2. Schematic Design

      3. Preliminary Design

      4. Plan Refinement

      5. Construction Documents

      6. Code Compliance

How to Create an Deposit Invoice:

  1. Access the Job in Buildertrend:

    • Open Buildertrend and navigate to the Jobs section.

    • Select the job for which you need to request the initial deposit.

  2. Navigate to the Financial Section:

    • Use the selection tool to go to Financial.

    • Click on Owner Invoices.

    • Select Create Invoice.

  3. Create the Invoice:

    • In the Create Invoice window:

      • Title: Enter "Scheduling Deposit."

      • Deadline: Set the deadline to 30 days from the date the contract was approved.

      • Add Line Item. Title Line Item Scheduling Deposit

      • Select Cost Code Initial Deposit or Eq.

      • Make Sure Send to Quickbooks is Checked Off

  4. Save and Release the Invoice:

    • Click Save and Release.

    • Note: DO NOT SELECT TO NOTIFY OWNER ON BUILDER TREND. WE DO NOT WANT CLIENT MAKING PAYMENTS THROUGH BUILDER TREND. WE ONLY ACCEPT PAYMENTS THROUGH QUICKBOOKS OR CHECK

  5. Link to QuickBooks and Process the Invoice:

    • Once the invoice is released, it will be linked through QuickBooks.

    • Complete the invoicing process in QuickBooks as per your standard procedures.

Notes:

  • Ensure accuracy when entering the deposit amount.

  • Follow up with the client as necessary to ensure timely payment within the 30-day deadline.