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Billing

Project billing screen provides overview and allow configuration of the cost of using SUM-IT in the project.

Permissions​

The screen is visible to users with permission Create/Edit on Project functionality.

Free tier​

Sub contractors have possibility to use free tier in their projects. That means they will not be charged for using SUM-IT, however the access to SUM-IT functionalities is limited only to the ones that are necessary to cooperate with project owner, which includes:

  • Managing own users, personnel and equipment within the project.
  • Creating and delivering daily reports to the main contractor.
  • Access to basic project reports to review reported hours.

Basic access​

Basic access is designed for sub contractors who do not need all SUM-IT functionalities, but would like have possibility to export project data to excel and create custom project overview templates.

Full access​

Full access provides users with access to all SUM-IT functionalities in the project and is available through paid subscription.

  • Project owner organizations, always have full access to SUM-IT functionalities.

  • Sub contractors have the flexibility to enable full access to SUM-IT functionalities at any time during the project. However, once the project status is ACTIVE or SERVICE and at least one daily report has been generated by their organization, they cannot revert from full access back to the free tier.

Billing rules​

  • For project owner - billing for project in SUM-IT depends on the number of units defined in the project, number of subcontractors participating in the project, and the project phase.

    There are two possible project phases:

    • Construction phase - when main stage of the project is in progress. That payment for that phase is based on monthly cost visible on the billing scheme plus cost of reporting days of subcontractors that are outside billing scheme.

    • Service phase - when project is complete, and only maintenance or repair work is performed in the project. That usually means low reporting will be done in SUM-IT. Payment for service phase is based on number of reporting days of any organization participating in the project.

    Project phase can be changed on Project configuration screen. See project statuses description for more details.

  • For subcontractors - billing depends on the number of units assigned to them. Payment is calculated based on the number of days in which daily reports were created.

Note

Reporting day is the day when at least one report was created by an organization. In case if multiple roles are assigned to organization, then the organization can create multiple daily reports during the day, that counts as one reporting day.

Billing scheme​

When at least one subcontractor is participating in the project, the project owners can select a billing scheme, and then add subcontractors into the scheme. Cost of reporting of subcontractors who are included in billing scheme is covered by monthly fee.

Reporting of subcontractors who are outside billing scheme is paid per reporting day e.g.: you additionally pay for every day in which subcontractor creates a daily report. Leaving subcontractors outside billing scheme can be useful in case when subcontractor joins the project for very short period of time, then it may be cheaper to select less subcontractors in billing scheme and pay for the reporting of short term subcontractor.

Example:

There are 4 subcontractors in the project, one of them will be reporting only for 2 weeks. In that case you can select scheme "Up to 3 Sub-contractors" and add long term subcontractors to the scheme and pay per reporting day for short term subcontractor, that will be cheaper than selecting "Up to 6 Sub-contractors" and moving all subcontractors into billing scheme.

Billing start and stop​

  • For project owner :

    • construction phase billing will start from the moment the project status is changed to ACTIVE or SERVICE and will end when the project status is changed to CLOSED. If your project is started or closed in the middle of a month, you will be charged only for the days when the project was active in that month. If no reporting is done yet in the project, you can set the status back to PENDING, in that case we will not bill for the project. You can start or stop the project on the Project configuration screen.
    • service phase billing is based on the number of reporting days of all organizations in the project, for reports which were registered during service phase.

  • For subcontractor billing is based on the number of reporting days.

Biling preferences​

Provide your billing address, information required for the invoicing and provide email address where the invoice for using SUM-IT should be sent. Optionally provide shipping address which will be visible on the invoice.

Select billing details from the list.

In case if billing details are defined in your organization on Organization screen, the option to select the details from the list will be available.

Purchase orders​

In case if your organization requires purchase orders for the invoicing, please add them on the purchase order date. The purchase order will later be added to the invoice.

Creating/editing and deleting purchase order

  • Click on the New button to open Create purchase order dialog.

  • Click on the Edit button to open Edit purchase order dialog.

  • Click on the Delete button to delete the pricing level. Only pricing levels for which no prices were created can be deleted.

Cost to date​

On the cost to date table you can review each month of your billing for the project. The billing is calculated by SUM-IT at the last day of every month and line for the month is added to the table.

Table displays a line per billing month. Project owner can expand the line to view the details for subcontractors.

Table line attributes:

  • Month - the billing month.

  • Number of all reporting days -- displays sum of total reporting day for subcontractors plus reporting days for project owner.

  • Number of paid reporting days -- sum of paid reporting days for subcontractors plus paid reporting days for project owner.

  • Paid reporting days cost - sum of paid reporting days cost for subcontractors plus paid reporting days cost for project owner.

  • Monthly cost - the monthly cost of using SUM-IT, visible only for project owner.

  • Total -- sum of Paid reporting days cost and Monthly cost (if visible). This is the value visible on the invoice.

Expansion attributes:

  • Organization - subcontractor organization name.

  • Total reporting days - total reporting days for subcontractor.

  • Number of paid reporting days -- paid reporting days for subcontractor.

  • Cost -- The cost of subcontractor reporting days. In case if subcontractor is added to the billing scheme you will see the value "Covered by billing scheme".