In Simplicate, it's possible to invoice services with the billing method 'fixed price' in installments. However, it may happen that your installment schedule changes after you've already invoiced one of the installments. Here we explain what to do if you are allowed to invoice less than planned, and what to do if you are allowed to invoice more than planned.
OPTION 1. Invoicing Less Than Planned
Example: you were going to invoice €100,000 in five installments and have already invoiced 4 installments. However, the project turns out to be 'smaller' than expected: instead of €100,000, you will invoice €60,000. This means you've invoiced €20,000 too much and the final (not yet invoiced) installment of €20,000 will be canceled. In Simplicate, the situation looks as follows:
Note: To ensure that KPIs in Simplicate are displayed 'correctly', we advise never to delete installments once one or more have already been invoiced. If you delete an installment that has been invoiced and credited, you will lose the history of that installment, and at the service level it will no longer be visible that the installment was ever invoiced and credited. If you delete a still 'to be invoiced' installment, you won't be able to see why you expected to invoice more than you ultimately did.
So how should you proceed?
We will credit the last invoiced installment (installment 4 from the example above), since we've billed €20,000 too much. Then we will cancel installments 4 and 5, as these will no longer be invoiced. To be able to cancel the final installment, we need to change the invoice date to today or a date in the past. At the service level, we now see that we expected to invoice €100,000, we have invoiced €80,000, and we have credited €20,000.
When we open the 'installments' tab, we can see that the last two installments have been canceled, which explains why we did not reach the 'expected' invoicing amount.
Report: 'Project Result'
In the 'Project Result' report, the column 'Expected Revenue' will show that we expect to invoice €60,000, which is the standard behavior when the price of a fixed-price service is adjusted.
OPTION 2. Invoicing More Than Planned
If you want to invoice more than originally planned and you have already invoiced one or more installments, then add a new fixed-price service. By adding a new service, you prevent the total of your installments from differing from the price of the already existing fixed-price service.
Example: you were going to invoice €80,000 in 4 installments of €20,000, and you've already invoiced 2 installments (€40,000). The project changes, allowing you to now invoice €100,000.
To invoice the €20,000 extra, leave the current installments unchanged and add a fixed-price service to the project for €20,000.