Calculating materials when invoicing

Easily enter materials costs and markup for each of your invoice works items.

You can calculate your material costs in 2 ways:

You can also choose how to display materials within your invoices.

Adding new material costs

If you have a new material cost to enter to your invoice, or if you haven’t yet set up any materials in your price list:

  1. Within the invoice item you want to add materials to, click on the ‘Material‘ price field

materials-total-0

  1. The ‘material panel’ for that item will open from the left-hand side of the screen.
  2. For each item of material you want to cost, enter:
    • A title for that material item (you can enter as much or as little detail here as you need)
    • The quantity (qty) being costed
    • The unit price for that material. This is the price for each quantity.
    • Any markup you would like to add to that material item. If you’ve setup a default markup rate in your settings, that will automatically be applied. You can overwrite the default markup, or set markup to 0 (zero). Learn more about adding markup to materials.
    • The total will be automatically calculated based on: (qty x unit price) + markup %.
    • You can enter as many material items as you need. The running total will automatically update for every item you add.

materials-panel-enter

  1. Click ‘back to invoice‘ when you’re done

The running total will then be displayed in the ‘Materials‘ field for that invoice item.

materials-total-populated

You can add material costs to as many invoice items as you need.

Materials you’ve entered will be saved when you click the ‘Create‘ or ‘Save‘ buttons for your invoice.

New materials can be saved to your material list

Any new materials you enter (if you have entered a title and a price) can be saved to your materials price list.

Just click the ‘Save‘ icon for the material item you want to save.

save-material-items-in-panel

Selecting materials from your materials price list

If you have entered materials into previous paperwork, or you have set-up your materials price list, you can easily select those material items when creating or editing your invoices:

  1. Within the invoice item you want to add material costs to, click on the ‘Materials‘ price field

materials-total-0

  1. The ‘material panel’ for that item will open from the left-hand side of the screen.
  2. For each item of material you want to cost, click the ‘add from your materials list‘ button.
  3. A drop-down selection will appear for you to choose which material you want to use. Select the item you want to use, the following details will be populated for you:
    • The title for that material
    • The unit price for that material
    • Any markup for that material
  4. Enter the quantity (qty) required for this material. The total will be automatically calculated based on: (qty x unit price) + markup %.
  5. You can enter as many material items as you need. The running total will automatically update for every item you add.

materials-panel-select

  1. Click ‘back to invoice‘ when you’re done

The running total will then be displayed in the ‘Materials‘ field for that invoice item.

materials-total-populated

You can also enter new material items into the material panel – see above for adding material items

You can add material costs to as many invoice items as you need.

Your materials will be saved when you click the ‘Create‘ or ‘Save‘ buttons for your invoice.

Displaying material costs on your invoices

Once you’ve saved your invoice, you can select how you want materials to appear to your customers.

Click the ‘Display options‘  button, and select from the following options:

  • Show a breakdown of materials with costs – Check both the ‘Show materials’ and ‘Show material prices’ options
  • Show a breakdown of material without individual costs – Check the ‘Show materials’ option and uncheck the ‘Show material prices’ option
  • Show a summary of material costs – Uncheck the ‘Show materials’ option and check the ‘Show material prices’ option
  • Hide material and include costs in invoice total – Uncheck both ‘Show materials’ and ‘Show material prices’ options

invoice-display-materials

As you select different display options, your quote will be refreshed instantly to show you what your customer will be presented with.

The display settings you choose will be saved for new invoices you create.

Related info

Last updated: 28th June 2015

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