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You have total flexibility for how you determine and/or break down the price of your project. However, the project confirmation email will only present the total price figure (+ GST) alongside any production credit deductions.
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Prices in the |
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VMSX should always be added |
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“excluding GST” — GST is automatically calculated in the confirmation email and subsequent invoices. |
If this project has been created from a sale through HubspotHubSpot, then you should find that your project starts with a single price value, with possibly one additional disbursements value.
You can leave these values untouched, or
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You can replace them with a more specific breakdown of production and disbursement costs, or
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Adjust them if the scope of the project changes after the project has been handed over to you
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.
How you choose to handle this is entirely between you and your client’s requirements.
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Caution: Be careful when adding new production or disbursement costs to your projects. Always ensure that any additional costs will be understood by the client. While the The clients cannot currently see your price breakdown. However, if they are an Admin or Accounts user they can see the current total project price from the Client Hub. |
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These are easily edited or deleted by clicking on their pencil edit icon. However, if it has been invoiced only the accounts team can make further adjustments and you must contact them.
Note: You must round your values to the nearest dollar when adding costs.
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After your project has already been invoiced, only the Accounts team can make further adjustments to Production Costs already in place. |
Add a Disbursement
A disbursement covers any agreed costs incurred from a third-party in the course of delivering the project.
We have ten recognised disbursement types. When you add a disbursement to the project, you must choose one of these categories:
Model/Talent
Studio
Drone
Voice-over
Travel
Venue Hire
Gear Hire
Music/Stock Purchase
CAD/TVC Delivery
Props
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Other
When you add a new disbursement to your project:
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the project, you must choose one of these categories.
To add a new disbursement to your project:
Go to the blue plus.
Choose “Add Disbursement Cost”
Give your disbursement a good, clear name
Select the disbursement type
Add the value and hit “save”.
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Yes, you do. We want to be able to match-up all of our own invoiced expenses to project deliveries, when accounting goes to pay third . When accounting pays third-party invoices, they refer to these disbursement entries for confirmation. Without these entries, a question will be raised.
The data harvested from accurate disbursement costs will prove valuable when trying to appreciate where we can better focus our production resources and investments.
What if I don’t know all of my disbursement costs?
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What if I don’t know all of my disbursement costs? What if I don’t know what my project breakdown will be?
Disbursement and production costs can be added at any time during the Project’s delivery. Especially if the invoice has not yet been sent.
If it can be achieved, it is certainly in the client's (and the Project Manager's) best interest to have all the costs understood upfront. This helps with budgeting and avoids nasty surprises if costs have not been properly communicated to the client and a potential follow-up invoice may be on the way.
Paid with credits
This value represents how much of the project will be paid for by the client’s pre-purchased production credits. The figure is drawn from the information supplied in the Credits Available section lower down on the Invoices page.
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Credit packs will only show themselves in contexts where your project’s Contactcontact(s) have the appropriate permission to use those credits — either they are the owner or they are from the appropriate office.
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To apply production credit to your project, just type the value of the credit into the Credit Used field. You can type any value into a package’s credit used Credit Used field and the project’s Total amount left to be paiddirectly beneath will immediately recalculate.
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However, after an invoice has been issued, you will not be able to subsequently change the amount of credit used for this invoice. To update this figure requires some backendfancy back-end accounting footwork and you will need to contact the Accounts rteam. team or VMSX Tech Support.
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This should be avoided, as it means your client has been sent an unexpected invoice and is probably not very happy about it. |
If additional project costs require a new invoice to be generated, then more credit can be drawn from a credit package, but credit cannot be returned.
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If credit is used to settle 100% of the Total project price, an invoice will not be sent. Should the client still require a copy of this invoice, you can download a copy from the Invoices summary view and share it. The client can also download it from the project’s invoice information on the Client Hub, if they have Admin or Accounts permissions. |
As soon as you save any value of credit used, you will no longer be able to choose the “50/50” invoice term.
Permissions
Not everyone from your client’s company can access the company’s credit packages.
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