Discussion on:

Deliverables: reality and perception in client invoices

... the invoice sample above is a work of fiction. Any resemblance to actual invoices is purely coincidental. No invoices were harmed in the making of this post.

Chip, once again you've hit a home run column ... deliverables are one of a consultant's best friends. When you pair that with great communication skills, then you have a great consultant in your midst.

And, thank God no invoices were harmed; the people at PETI would be so upset if that were the case!

PETI -- that got me laughing, and thinking. A lot of invoices need a good ethical treatment.

The only thing I would add is to keep in mind that not all managers want their Accounts Payable departments knowing what is being done. And if you are working for a 3rd party the end client may never see your invoice.

The way around that issue is to plan your communications. For example, you might put the list of delivered on a seperate sheet of paper from the invoice itself. Of course, that may mean that the right people (your customer's boss) never gets to see your deliverables list.

Glen Ford, PMP
http://www.vproz.ca

The format I use on invoices is:

1st Page: Breakdown of Charges:
Hours Charged
Callout Charges
Materials Charges
Total Charges (ex-tax, tax, inc-tax)
Discount provided

1st half of 2nd Page: More detailed chart of charges:
Hours Worked, Hours Charged, Deduction (if applicable)
Callouts Made, Callouts Charged, Deduction (if applicable)
Materials Charges
Total Deductions (if applicable)
Total Charges:
Without deductions
With deductions
Ex-tax, Tax, Inc-tax

2nd half of 2nd Page:
Outline of Materials Charged
Outline of Deductions Applied
Reason for Activity
Service Sessions

3rd Page onwards:
Outline of services performed (even if a little technical, helpful for future reference)
Outstanding Issues
Recommendations for future consideration

I try to be as transparent as possible. I sometimes worry if I overdo it. Some customers seem to respond well to it. Sometimes it backfires with some customers who go through the outline of services performed with a fine tooth comb and find something to pick on. It seems that it's difficult to please everyone. I figure that some customers don't pay much attention to the outline of services performed, but at least it's there for them, and they can see that I've done a lot even if they don't understand it.

Overall, I figure as much transparency as possible is best.

Mark Reynolds
www.markreynolds.com.au

Hi

This post is timed nicely for me as I am getting into this right now.

Can you recommend any tools that work with google apps that help create time sheets from email / calendar / contacts?

I can see some are available and am really looking for recommendations here.

Thanks

At my father's consulting company, we maintained long project reports on ALL projects being worked on by our engineers and monthly submitted it to the client. Same thing in miniature with an invoice, it should SPELL OUT in reasonable, brief terms EXACTLY what the time is for in a one-sentence desc, two lines if you need a header. If a project takes toooooo long, do not invoice for time IF you have your Turkey Dinner already paid for. At a point, the client will see never ending projects as a money grab, i.e. SAIC and CITYTIME. I also try to put a cookie on the table too. One client needed a hinge on his laptop fixed, took 15 min to do. OK, that is a no-charge item. Free. It cost me nothing to do and if it is not skin off of my back, and can be balanced by an already good invoice, WHY NOT??? Even if just symbolic, clients like to this they got a cookie. A little one, not a big one.

Whenever I make a site visit to a client, I leave behind a status statement too, paper on their desk indicative of where things are and what I have done. THEY LOVE THIS.