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The Fixed Fee Billing Schedule, found in the Accounting section (Figure 1) of the project’s Settings tab, allows you to create a billing schedule for projects with a Fixed Fee or Fixed Monthly billing type. In order to edit a project you must have access to the project and also have the Edit project permission set on your security profile. Only projects with a Fixed Fee or Fixed Monthly billing type use a billing schedule. Projects with a Time & Materials billing type will not have the billing schedule ledger. A billing schedule is a ledger of billing schedule items that will be invoiced to the client on specified dates. When an item has been added to an invoice, an invoice icon (Figure 1) will show on the corresponding row of the billing schedule, with a tooltip naming the invoice number and whether it’s still a draft.
The Fixed Fee Billing Schedule with five billing schedule items, the first marked with an invoice icon

Figure 1 - Accounting Tab will Include a Billing Schedule for Fixed Fee and Fixed Monthly Projects

It is a good practice to set up the billing schedule at the outset of the project, even if the exact milestone dates are uncertain. This helps ensure that the billing schedule items match the fixed fee amount in the Billing section of the project’s Overview settings. If the milestone completion dates shift during the project, the bill dates on the billing schedule can be adjusted accordingly. To create a billing schedule entry, simply click the + button at the top-right of the ledger (Figure 1). This opens the Add Billing Schedule Item window, where you can key in the date, invoice item, notes, and amount. If you wish to supply a quantity and rate for the billing schedule item, check the Include a quantity and rate for this billing schedule item checkbox and enter the Quantity and Rate values in the fields provided. Upon entering a quantity and rate, Ruddr will calculate the total Amount for the billing schedule item. You can edit or delete a billing schedule item by using the menu on the right end of the row. Once an item has been added to an invoice, draft or published, it’s locked from editing or deletion; to change it, remove it from the invoice (unpublishing first if needed), then edit the invoice’s items and uncheck the billing schedule item. The Billing area of Ruddr will automatically pick up billing schedule items once their bill date is reached. These billing schedule items will appear on the Ready to Bill screen.

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Fixed Monthly Billing Schedules

A Fixed Monthly project is one in which you will invoice the client the same amount each month. These projects are essentially a monthly, fixed fee engagement that recurs for specified number of months. The billing schedule (Figure 3) for a fixed monthly project allows you to create individual billing schedule items and will also allow you to “build out” a billing schedule, based on a date range and a recurring Fixed Monthly Fee amount. To add multiple items to the billing schedule, click on the Add Multiple button found at the top-right of the billing schedule (Figure 3). This will present the Add Multiple Billing Schedule Items window (Figure 2) that will allow you to enter the following:
  • Include a quantity and rate for these items - if you would like to specify a quantity and rate for the billing schedule items, check this box and you will be presented with form fields to enter these values. When entered, the Amount will be calculated for you.
  • Starting Month - provide the first month for which you want to create a billing schedule item
  • Ending Month - provide the last month for which you want a billing schedule item created
  • Scheduled on Day - enter the day of the month on which you want the billing schedule item to be available for invoicing. On these dates each month, the billing schedule item will appear in the Ready to Bill screen.
  • Invoice Item - the invoice item will be set on the invoice line associated with each billing schedule item when an invoice is created for it.
  • Notes - provide a description that you would like to assign to the billing schedule items. Note that these notes will be the default description assigned to the invoice line item associated with each billing schedule item.
  • Append the month and year to the notes - select this setting if you would like to include the month and year of each billing schedule item in its notes.
  • Amount - the monthly amount you wish to invoice for each billing schedule item
The Add Multiple Billing Schedule Items window with starting and ending months, day of the month, invoice item, notes, and amount

Figure 2 - Create Multiple Billing Schedule Items for a Fixed Monthly Project

As these billing schedule items are created, they will be added to the Fixed Fee Billing Schedule (Figure 3).
Items with a Monthly Bill Date of the 4th on the Fixed Fee Billing Schedule of a Fixed Monthly Project

Figure 3 - Items with a Monthly Bill Date of the 4th on the Fixed Fee Billing Schedule of a Fixed Monthly Project

Once items have been added to the schedule, whether individually or in multiples, you still have the ability to edit these billing schedule entries or create additional entries (using the + button as shown in Figure 3). For more information about the various billing methods for projects, see the Billing Types article.