Retainers > Creating a Master Billing Job

A retainer in the WorkBook retainer module, is made up of a master billing job and delivery jobs. The master billing job is used to store the price quotes and invoices belonging to the retainer.

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CREATE THE MASTER RETAINER BILLING JOB

The first job assigned to the retainer project will automatically default to be the master billing job.

To create the master billing job go to:

• The jobs module > jobs list > click create new job button

• Complete the job fields as per the usual process

• When you get to the project field > select the retainer project from the drop down

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• The job name format should be recognisable and consistent e.g. client name | master retainer job

• Once all the job creation fields are complete > click ok

• The master billing job is automatically blocked for time registration and third party costs

MASTER PRICE QUOTE/S SETUP

How your retainer is structured, will determine how you setup the master price quote/s.

For example:

If you have certain roles (WorkBook activities) that are retained, then ensure those roles and the number of hours retained are included on your price quote. If these roles have a certain number of hours per month, then you may wish to create one price quote per month for the duration of the retainer.

Alternatively, you may wish to use price quote phases to break down the months, and only have one master price quote

CREATE THE MASTER PRICE QUOTE/S

Once you know how you are going to format the master price quote/s:

• Against the master billing job, follow the process for creating a price quote

• Once created, change the price quote status to “externally approved”

CREATE THE MASTER INVOICE/S

Who creates the master invoice will depend on your agency process.

To create and send the retainer invoices:

• On the master billing job, follow the process for creating a new invoice on account

• Once the invoice is created > check and finalize the invoice

• Download and send to client for payment

• Repeat the process for each invoice month

WHAT THE MASTER BILLING JOB SHOULD LOOK LIKE

Your master billing job should now contain a price quote value for the length of the entire retainer, the number of hours retained (if applicable) and the total amount invoiced to date.

From jobs list #1:

From the project retainer details:

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