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The Accounting tab (Figure 1) of the Edit Project drawer allows you to schedule the invoicing of additional services on billable projects. To edit a project you must have access to the project and must have the Edit Project permission for that project based on your Ruddr security role.
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The Additional Services ledger is most commonly used when you need to bill fixed fee items on a Time and Materials billing type project. These types of projects are commonly referred to as “hybrid” projects because they include both fixed fee and hourly services components. The Additional Services ledger is not typically utilized on fixed fee projects.

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Scheduling the Billing and Revenue Recognition of Additional Services

The Additional Services ledger on the Accounting tab has two purposes. First, it allows for the services fees to be invoiced via the Ready to Bill screen as of the date of the item in the ledger. Second, it enables revenue recognition for the services on that same date. There are two ways to add services to the Additional Services ledger on the Edit Project drawer:

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Add a Single Additional Service to the Additional Services Ledger

To bill for an additional service, simply click on the + Quick Add button at the bottom of the Additional Services ledger (Figure 2).
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This will open the Add Additional Service window (Figure 3) where you can supply the information about the service. You can provide the following fields:
  • Date - The date that you want the additional service to be picked up on the Ready to Bill screen for invoicing. This is also the date that the revenue associated with the service will be recognized on Ruddr reports and dashboards.
  • Invoice Item - The Invoice Item that you want to use on the invoice for the additional service. Your Workspace Admin can define as many Invoice Items as needed for your company.
  • Notes - The description of the additional service that will show on the invoice line item.
  • Amount - The pre-tax amount you will charge the client for the additional service.
If you are selling multiple units of the service, you can click the Include a quantity and rate for this item checkbox. This will present the following additional fields:
  • Quantity - The number of units of this additional service that are being sold to the client.
  • Rate - The pre-tax fee per unit.
Note that when the Include a quantity and rate for this item checkbox is checked, the Amount textbox will be disabled and automatically calculated.
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Clicking the Add button on the Add Additional Service window will close the form and add the product to the Additional Services ledger (Figure 4).
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Add a Recurring Additional Service to the Additional Services Ledger

Some Ruddr customers need to charge clients for a service in a monthly recurring manner. To set up recurring billing for a service, click the Add Multiple button at the top of the Additional Services ledger (Figure 2). This will open the Add Multiple Additional Services window (Figure 5).
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On this window, the fields are identical to the single Add Additional Service window (Figure 3), with the exception of the following:
  • Starting Month - The first month that you want this monthly recurring service to be invoiced.
  • Ending Month - The final month that you want this monthly recurring service to be invoiced.
  • Scheduled on the X Day of Each Month - The exact day of the month that you want this monthly recurring service to be picked up on the Ready to Bill screen. This is also the date that the associated revenue will be recognized.
Once you have provided the information for the recurring additional service billing, click the Add button at the bottom of the Add Multiple Additional Services window (Figure 5). This will close the window and add the full service billing schedule to the Additional Services ledger (Figure 6). The individual rows can be edited or deleted via the buttons on the right side of each row.
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Invoicing for Additional Services

The Ready to Bill screen will automatically pick up all additional services billing that is scheduled within the date range at the top of that screen. These fees will be included with other services revenue on the project for that date range. When a draft invoice is created for a project on the Ready to Bill screen, the additional services line items within the date range will be added to the invoice. When an additional service in the ledger has been invoiced, it will no longer be editable and can’t be removed from the Additional Services ledger. The edit and delete icons on the ledger row will be disabled once that line item is associated with an invoice.

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Revenue Recognition for Services in the Additional Services Ledger

Revenue associated with services will be recognized as of the date in the Additional Services ledger. Additional Services do not have to be invoiced in order for the revenue to be recognized. Additional Services are not factored into the automated revenue recognition calculations for fixed fee projects.