The goal of this tutorial is to see how to create a Time & Materials project (also called technical assistance or delegations of skills projects) in BoondManager.
First, we will see:
- How to create the project in the interface,
- How to qualify it and assign resources,
- and finally, we will focus on how to bill this project.
Find all our video tutorials and webinars on our YouTube channel!
You have two options for creating this type of project, either from an existing opportunity or from scratch. Let's see how.
From an existing opportunity
You can start from an ongoing technical assistance (time & materials/delegation of skills) opportunity and then change the state to Won and save.
Before duplicating your won opportunity into a project to create it, Boond asks you to select a collaborator to work on this project.
Since it is a time & materials project, which means a commitment of means, you must indicate that at least one collaborator will work on it.
Once the resource/collaborator has been selected, you can go back the Opportunity card to change the state of other resources positioned on the business opportunity, then you can go to the already created project listed in the Project tab. This way, you can start creating your team on the project.
You can also create your project from scratch by clicking on the main + button. Then you just need to:
- Enter the title of the opportunity (because a project = a won business opportunity).
- Select the type of project; in this case that corresponds to the "Time & Materials" type, or whichever term you have chosen to define this kind of projects (Delegation of skills, Technical Assistance, etc.).
- Indicate the client contact.
- Choose the resource to assign to this project.
Once you have created your project using one of these two methods, you will arrive at the Information tab of the Project card. Don't forget to fill in the Reference of your project, which will be displayed on your invoice (you are free to use the opportunity's title or not) and optionally the location, mostly used for Mission Orders.
Contrary to fixed-price projects, the start and end dates of the project on a Time & Materials project are automatically linked to the assigned delivery cards. By default, when you start from scratch, today's dates will be indicated. This can be changed in the Deliveries tab.
As we have seen, Time & Materials projects always involve at least one delivery (referring to the professional service of one of your collaborators). To give meaning to the project, let's see how to qualify it together.
- Indicate the period over which you want your collaborator to be able to record their time on the project.
- Specify a daily sales rate.
Indicate a number of days sold.
Note: Boond calculates the number of working days when you specify a period, but this does not prevent you from estimating a lower number of days sold (if you'd rather anticipate collaborators taking days off, for example).
- The delivery's Average Daily Cost (ADC) corresponds to the cost of your collaborator(s) on the delivery and is automatically retrieved if your collaborators' HR and/or subcontracting contracts are well filled out.
- Thanks to this delivery's Average Daily Cost, you know the cost of your collaborator(s) on the project, which is reflected in the financial summary section.
Based on the retrieved information, Boond will calculate:
- Signed turnover = sales rate x number of days sold
- Signed cost = delivery's average daily cost x number of days sold
- Signed margin = Signed turnover - Signed cost
- Signed profitability = (Turnover - Cost) / Turnover (if you have chosen the brand rate in your administration settings) or (Turnover - Cost) / Cost (if you have set the margin rate)
The generated turnover and actual costs will then be adjusted based on the times recorded by your collaborators.
Also note that you can indicate a project manager. This feature allows the indicated collaborator assigned on the project to have additional information on their intranet account compared to the default view offered to collaborators.
The delivery has 3 main purposes:
- Allow the collaborator to record their time between the start and end dates indicated,
- Have a signed financial summary thanks to the sales rate, the charge, and the cost of the collaborator,
- Correlate an order to be able to generate billing.
For this part, you need to go to the Consumption tab of the project. Here you will find the financial summary:
- Here, the production is highlighted compared to what was signed.
- The "Signed" line corresponds to the financial summary of the delivery tab (therefore the estimated amount).
- The "Production" line corresponds to the data generated thanks to the times recorded on the project by the collaborators (therefore the more accurate financial summary).
- The "Resources" and "Purchases" lines correspond to the details of the production.
- Here, you can see the times signed per delivery versus the actual times recorded by each collaborator on the delivery.
- Here, you can see the expenses signed per delivery versus the expenses recorded by each collaborator on the delivery.
- Here, it is the tax-exclusive production turnover per Resources = (the tax-exclusive Daily Sales Rate of the project's resources x the number of days recorded by the resources on the delivery) + the recovered expenses that were rebilled to the client.
- You have the possibility to download the client's activity report corresponding to each delivery line.
To extend a Time & Materials project, you need to extend the delivery or deliveries that are part of it. The extension can already be signed or forecast.
To learn all about the project extension, you can follow the complete tutorial: Extending a project.
Creating an order
As with any type of project in Boond, to be able to invoice your projects, you need to create an order.
To do this, check the boxes corresponding to the deliveries belonging to the same order and click on "Create order".
Once this is done, you arrive on the Order card, and all you have to do is qualify it with a reference number (generally corresponding to the number imposed by your client to appear on the invoices), the billing details of your client, etc.
By default, the billing mode is set to "Monthly", which means that it is the times (and possibly the expenses to be rebilled) recorded each month by your collaborators that will count for the billing.
If you wish, as part of a fixed-rate contract, you can still indicate a "schedule" type of billing, this way, you invoice not according to the times recorded by the collaborator but according to installments for which you set the amount manually.
Billing monthly installments
Now all you have to do is create your invoices from the installments. For this, you can follow the tutorial: Monthly Invoicing: Invoicing a Times & Materials project