Manage project line items
Product details can be tracked for each project. Because projects are most often based on a customer contract or client engagement, organizations use projects to manage the products associated with this commercial activity, such as:
Hardware sold
Equipment leased
Devices rented
Accessories sold
Professional services
Software fees
Other offerings included
Product details can be an unlimited number of line items on a project. Each product details line items must include a product from the organization's product catalog and a corresponding quantity. Product line items can optionally include the unit price, billing frequency, and any additional notes.
Adding or editing product details
Product details can be edited by clicking the pencil icon ✏️ in the top right of the product details section.
When in edit model, new line items can be added with the "Add product" button in the button left. Each part of existing line items can be edited. Line items can be deleted entirely by clicking the trash can icon 🗑️ next to the line item. All changes can be saved together by clicking "Save."
Managing billing periods for a project line item
Each product line item on a project can be associated with a set of billing periods:
Creating, changing, or deleting billing periods
Billing periods are created automatically when a product line item is added to a project. The number of billing periods is computed for you based on the product billing frequency and the length of the project.
If additional billing periods need to be added, if existing billing period dates need to be adjusted, or if billing periods need to be removed, you can do so by opening the billing details for the product line item and selecting "Edit periods":
Hardfin will automatically triage billing periods to help make sure that you do not double up on billing periods or miss billing periods, and will automatically handle ordering billing periods correctly for you.
Marking billing periods as billed or paid
Billing periods should be marked "billed" when the invoice has been sent to a customer corresponding to this product line item, and should be marked "paid" when the invoice has been paid to cover the billable amount of the product line item.
Individual product line items can be marked billed or paid for each billing period associated with the product line item simply by clicking the ✅ or ☑️ icon next to the billing period. Billing periods can also be marked billed and paid on a bulk basis by editing the billing periods for the project line item directly.
For accounts receivable (A/R) purposes, billing periods can also be viewed and updated through the billing reports interface. This provides a much more robust way to filter and update billing information based on the billing date, customer, project, product, or other aggregate characteristics.
If you are looking to manage invoices and reconcile payment records from third-party billing or payment systems, you should use the billing reports interface instead of updating product line items individually.
Viewing billing period summary information
Based on the product line items and the billing periods you've configured, the project billing summary is automatically updated in real time to reflect the billing and payment status of all product line items on the product.
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