With instalment invoices you record per project when you invoice which part. Each instalment has a description, an amount or a percentage of the contract value, and a moment at which it is invoiced. As soon as that moment is reached, Beamcore creates a draft invoice. You always send it yourself, after checking it.
Instalment invoices are part of the Offertes & Facturatie (Quotes & invoicing) add-on (€59 per month) and require the right to create invoices. The block Termijnen (Instalments) is on the Financiën (Finance) tab of the project. You see that tab with the Projectfinanciën & Nacalculatie (Project finance & post-calculation) add-on (€99 per month).
Adding an instalment
- Open the project and go to the Financiën (Finance) tab, block Termijnen (Instalments).
- Click Termijn toevoegen (Add instalment) and fill in the Omschrijving (Description).
- Fill in an Bedrag excl. btw (Amount excl. VAT) or a Percentage van de contractwaarde (Percentage of the contract value), not both. Beamcore calculates a percentage over the contract value excl. VAT of the accepted quote.
- Under Factureren bij (Invoice when) choose when the instalment is reached, fill in the fields that belong to it and click Opslaan (Save).
When an instalment is reached
- Handmatig (Manual): only when you click Nu factureren (Invoice now) yourself.
- Op datum (On date): on or after the chosen date.
- Percentage elementen gereed (Percentage of elements ready): as soon as that share of the elements from the current IFC model is ready in the production planning.
- Transport afgeleverd (Transport delivered): as soon as a transport of the project has been delivered. Fill in a transport number if it concerns one specific transport; empty means any transport.
- Montagestap gereed (Assembly step ready): as soon as the chosen assembly step is ready, or as soon as a specific element has been assembled.
Every hour Beamcore checks which instalments have been reached. Everyone who may create invoices gets the notification Concept-termijnfactuur klaar (Draft instalment invoice ready) with a link to the invoice.
Taking over from the quote
If the accepted quote has partial payments, click Overnemen uit offerte (Take over from quote). Each partial payment becomes an instalment with the trigger Manual. Beamcore converts an amount including VAT to an amount excluding VAT. You then adjust the trigger per instalment with Wijzigen (Edit).
The status per instalment
For each instalment you see the status: Wacht op trigger (Waiting for trigger), Trigger bereikt (Trigger reached), Handmatig factureren (Invoice manually) or Gefactureerd op (Invoiced on) with the date. There is at most one invoice per instalment. An invoiced instalment is locked and can no longer be changed or deleted; Factuur openen (Open invoice) takes you to the invoice. Instalments that have not been invoiced yet count in the cash flow forecast.