Visma Advisor
Work with fixed price
These are step-by-step instructions for working on tasks with fixed price - from task and customer settings to working with time registration, invoicing and follow-up.
Define activities for time registration
In Settings - Tasks you can edit the tasks that come with the program and you can also add your own. You can specify which activities you want to use for time registration of a task. Specify whether each activity will be used for price per hour or transaction. When working with fixed price, the activities must be set to Price per hour.
Pricing the activities in the price lists
You can price activities in the price list once you have created a task. Price lists are created in Settings - Price lists. Here you can price the activities on the Price per hour tab. The price is used when you register times and specify that they should be invoiced in addition to the agreed fixed price.
Select a price list for a customer
Once you have created your price lists, you will be able to select them for customers in the customer register. You can specify that one of your price lists is to be used as a standard price list. This means it will be selected automatically when a new customer is created.
To simplify things, limit the number of price lists you create. Maintaining and updating fewer lists is easier to handle.
Add tasks to a customer
On the Tasks tab in the customer register, you can add the tasks the agency performs for the customer.
Select type of pricing for the task
On the Pricing tab in the customer register, you can add the pricing that will be applied for each task. In this case, select Fixed price. You then enter Valid from date, which task/tasks the pricing refers to, the price and estimated hours. Enter Invoice text, Invoice frequency, and First invoice date. Click on Update invoice plan and you will see the created invoice occasions.
If you would like to have your invoice plan for fixed price automatically updated with new invoice occasions, the checkbox Ongoing fixed price is marked. You can choose to have the checkbox unmarked or marked by default. This is done under Settings - Agency settings - Other settings under Setting Ongoing fixed price. When this setting is selected, a new invoice occasion will be generated 14 days before the last invoice occation's Invoice date. This new invoice occasion will follow your settings for frequency, price, estimated hours, etc.
Time registration, invoicing and follow-up
You can now start to register time per customer, task and activity. Specify the time worked for each registration. When you later create an invoice basis, the invoice amount and the estimated number of hours are retrieved from the pricing of the fixed price. The estimated number of hours you have specified in the pricing can be saved as invoiced hours per registration and be used to calculate the utilization ratio per employee. A task is always shown on the customer invoice with fixed price on one row, irrespective of the level of detail selected for invoice bases in Agency settings.
If the agency carries out work that is not included in the agreed fixed price, you can specify in the time registration dialogue that the hours are to be invoiced in addition to the agreed fixed price. The program treats these registrations like Price per hour tasks. In this case, the prices are taken from the price list linked to the customer.
Create the report Fixed price in order to follow up the profitability of the fixed price, by analyzing the contribution ratio, the average hourly rate and the potential revenue if the task had an hourly pricing.
Change from fixed price to price per hour
You can end a fixed price if you wish to change type of pricing, even if there still are invoice occasions left. The invoice occasions that have a later date than the Valid from-date for when the price per hour is activated will automatically be removed, even if there still remains invoice occasions.
Time registrations for a fixed price that was registered when having a fixed price, but did not have an invoice occasion in connection to the task when the registrations was entered, are automatically updated and connected to the new invoice occasion, when the invoice basis is created with the new pricing for the task.
Read more on how you change the pricing in Change pricing of a customer task.
