Bill a campaign over time against its scope

A campaign can bill in one of two ways. Once, from the insertion order is a media buy: the rate card prices it and one invoice bills it in full. Over time, against a scope is everything else: a statement of work with fees, a retainer, milestones and costs, billed on as many invoices as it takes. This is for organizations set up as an agency.

1. 1

   Start the campaign

   Click New campaign, choose the customer and dates, and under How it bills choose Over time, against a scope.

   Campaigns
2. 2

   Add the scope lines

   Add a scope line for each thing that was sold, and say how it bills. A campaign can mix any of them.

3. 3

   Have it approved

   It waits on the To review tab. Someone other than whoever entered it checks it and approves it. The scope is locked as version 1 and the campaign becomes Active.

   Campaigns
4. 4

   Bill it as it falls due

   Each part becomes a billable item on its day. See what's ready on the campaign, or for every campaign under Ready to bill.

   Billing

The five kinds of scope line

• Fixed fee: a fee in installments. Each installment bills On approval, On a date, or When delivered (a milestone). The installments must add up to the fee exactly; Split evenly does it to the cent, so $10,000 in thirds is $3,333.33, $3,333.33 and $3,333.34.
• Retainer: a fee every month or quarter between a first and a last day, billed In advance (ready on the period's first day) or In arrears (ready on its last). A part month at either end is billed by its days: $12,000 a month from 10 March is 22 of 31 days, $8,516.13. Turn Prorate part periods off to bill part months in full.
• Time and materials: every approved hour billed at its rate, with an optional estimate or a not-to-exceed amount. See Time and materials.
• Costs passed on: vendor and out-of-pocket costs billed to the client at cost plus a markup, with an optional budget. See Costs passed on to the client.
• Media: the insertion order's media at net, with your fee on it and the rate card's other fees. It bills from the order on approval, or from vendors' bills as they come in. See Media: from the insertion order or from vendors' bills.

A fixed fee can also say how many hours are budgeted for it, and a retainer how many hours are included each period. Neither changes what the fee bills; they're what logged time is measured against. See Retainers with hours.

A SOW by email

Forward a signed statement of work to your orders address (it's at the top of Campaigns) and its priced rows arrive as a proposed scope, under To review:

• Hours, a role priced at a rate, or a row that says hours: Time and materials, with the rate and the hours as the estimate. "Not to exceed" in the SOW makes the estimate a cap.
• A monthly or quarterly fee: a Retainer over the SOW's term, with any hours it says are included.
• Deliverables and phases: a Fixed fee. Four creatives become four installments, each billed when delivered. A payment schedule like "50% on signing, 50% on delivery" sets the installments.
• Production, stock, travel and other costs: Costs passed on, with the markup the SOW states.
• Media spend: the insertion order, under one Media line, with the agency fee the SOW states. Media "billed at actual spend" bills from vendors' bills.

Each line it read shows the row it came from and what it was read as. Check each against the SOW: correct what's wrong, or click Looks right. The campaign can't be approved until every line is checked. A table works best, with a description, a quantity or hours, a rate and an amount; a SOW written as lines of text ("Discovery and strategy: $5,000") is read too.

What you see on the campaign

The campaign's page shows its Budget (the approved scope), what's Billed, what's Unbilled (done or due, not on an invoice yet), what's Scheduled (not billable yet), its Cost from vendor bills and its Margin, then the same figures for each scope line, with the hours logged to each. A fee or a retainer always adds up to its budget.