Chapter 3: Jobs and Prepayments

Summary

Note: If your Practice Management System does not use Jobs, then you will not have the functions and features detailed in this chapter.

Add one or more existing Client Jobs to an Engagement Letter created individually or from a batch. The Jobs available to add to an Engagement come from the Clients' existing Job(s) from your Practice Management System.

Once added, Jobs can also have a required prepayment, forcing a Client payment be made in order to fully execute the Engagement Letter.

Jobs are not required to add to Engagement Letters, and a combination of Clients with and without jobs can be added to an individual letter.

Included in this Chapter

• Understanding Jobs and Prepayments
• Adding Jobs to an Engagement
• Adding Prepayment to Job

Understanding Jobs and Prepayments

Jobs
Jobs in Aiwyn refer to the Jobs/Projects/Engagements created in your Practice Management System for Clients. The terminology used to refer to "Jobs" varies from system to system. 

By adding one or more Jobs to an Engagement Letter, details about the job are available to merge into the Letter, a Price and Prepayment can be created for a given job, and additional workflows, metrics, and functions may occur depending upon your firm's other Aiwyn modules and/or integrations.

Prepayments
The only way in which a Prepayment can be required for an Engagement Letter is through the addition of one or more of the Client's Jobs to a draft Engagement.

While the creation of the Engagement Letter with the Client Jobs added is a function available through the "Batch Create from Existing Jobs" process, the Prepayment amount itself must be added to one or more Job per Engagement Letter.

The full Prepayment amount must be paid by the Client during the Signing/Reviewing process in order for the Engagement Letter to be fully executed. Automatic email reminders are sent to the Client Primary and Billing Contact (if different) until the letter is both signed and the Prepayment amount is paid in full through the Client's Aiwyn Client Portal.

Adding Jobs to an Engagement

When creating a new Engagement Letter or Engagement Letter Batch, you can add one or more existing Client Jobs to the Engagement and include details about the Job(s) within the letter using Placeholder Variables.

Steps to Add Jobs to an Engagement

1. In Engagements, select to Create a New Engagement (single or batch)
2. Complete the details of the Engagement, select save to proceed
3. Under Scope of Services, select Add Jobs button (See Figure 5.1 below)
4. Choose to add existing Job(s) of the Client (Figure 5.2)
5. After one or more Jobs has been added, you are brought back to the Engagement details and viewing the Job(s) list. Now that Job(s) have been added, the Pricing Structure, Prepayment amount, and Billing Schedule can be created. Steps for defining pricing and adding a Prepayment requirement to a Job are outlined in the Job Prepayment section below
6. To view the Engagement Letter content itself, and make further edits to the content in the letter, select "Engagement Letter" section
7. The Job's name, short or custom extended description, price or price range, and prepayment amount are all available Placeholder variables and can merge into the Engagement Letter content. For a full list of available Placeholders for Engagement Letters, please refer to Appendix: Engagement Placeholders

Figure 5.1 - Add Jobs to Engagement draft

Figure 5.2 - Select to Add existing Job(s) of Client

For the steps to add Placeholder variables to Engagement Letter Templates, please refer to Chapter 1: Engagement Templates & Settings.

Adding Prepayment to Job

With this feature, a designated payment amount, the "Prepayment", is collected upfront from the Client during the Engagement Letter execution process within their Client Portal.

• Add a Prepayment amount to any (or all) of the Clients' Job(s) on the Engagement Letter prior to sending 
• The Engagement Letter Prepayment amount is the sum of all Job Prepayment(s) entered
• The Engagement Letter's chosen Billing Contact is required to process and pay the total Prepayment amount through the Client Portal before the Engagement Letter is executed

Steps to add Prepayment to Engagement Letter 

1. Once one or more of the Clients' Job(s) are added to the Engagement, select any Job from the list and the right-hand panel will update
2. Select the "edit" button to access the Pricing Structure settings for the selected Job (Figure 5.3)
3. Before a Prepayment amount can be entered, first determine the selected Job's Pricing Structure by choosing either "Fixed Fee" or "Hourly" (Figure 5.4 and Figure 5.5)
4. Below Pricing Structure, enter the required Prepayment amount (Figure 5.4 and Figure 5.5)
5. Save changes and repeat process for any additional Jobs (Figure 5.6)

Figure 5.3 - Edit Job to add Price and Prepayment

Figure 5.4 - Edit Billing Details of Selected Job

Fixed Fee: A single price for the entire Job

Hourly: A minimum and maximum price range for the entire Job. 

Figure 5.5 - Add Price and Prepayment

Once the Pricing Structure is determined, enter the required Prepayment amount. This is the amount that is required to be paid by the Client in order for the Engagement Letter is considered executed. The total amount of all Job Prepayments added is what must be paid in full by the Client.

After the Job's Pricing and Prepayment details are saved, the Engagement Details panel updates to reflect total Prepayment amount.

Figure 5.6 - Draft Engagement with Job Prepayment added

If a Job requires a prepayment, the selected setting under "Prompt for Payment Method" is overridden.

Next: Chapter 4: Creating & Sending Engagement Letters