Custom Invoicing for Multiple Role Rates
Matarozzi Pelsinger (MatPel), a high-end custom home builder in the San Francisco Bay Area, employs more than 50 employees and hundreds of subcontractors to build five to eight homes each year for the most exacting of customers.
Transitioning to QuickBooks
MatPel recently transitioned from Viewpoint, a construction industry accounting and project management system, to QuickBooks. They hired an acting CFO to ensure a smooth transition, but the implementation was challenging as the team bumped up against the limitations of QuickBooks.
MatPel Builders had a difficult challenge when creating customer invoices with QuickBooks – contractor bill rates vary from job to job. An worker with a bill rate of $95/hour on one project may be charged out at $105/hour on another. QuickBooks only allows a single bill rate for each employee or subcontractor.
Because of this limitation, MatPel was manually creating invoices each month, resulting in errors and a lengthy, burdensome process for the accounting department. Invoices were being issued late, negatively impacting cash flow to the tune of hundreds of thousands of dollars each month. The errors such as incorrect amounts, duplicate line items or missed/skipped line items were embarrassing! Not only was MatPel missing out on revenue, their image and relationship with their clients was suffering.
The need was clear – MatPel needed to automate their invoicing.
Datisfy’s reporting experts reviewed MatPel’s invoices, invoicing process and QuickBooks installation and then developed an Excel spreadsheet to house all of the job-specific billing rates. Crystal Reports was then used to integrate the information from the spreadsheet with the data in QQube for QuickBooks to generate a custom invoice for any project – at any time.
Invoices are built to include only billable items, so no charge is ever missed. Invoices are generated quickly and accurately, which means MatPel receives payment on six-figure invoices an average of ten days earlier. Project Managers can run the custom invoice themselves, providing real-time data back to the field, andfreeing up the accounting department to work on other important tasks and projects.
We got our invoices out in record time! 90% complete on the fourth of the month, and 100% complete by the sixth. That means we get paid much sooner.
Jenny Rios, General Manager
Matarozzi Pelsinger Builders
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