Billing Modes Explained
Pick the right invoice strategy for every job — from actuals to retainers to progress claims
In AtomicSam, a Billing Mode isn’t just a label—it changes the underlying logic, UI, and accounting behavior of your invoice. By selecting the correct mode based on your specific scenario, you eliminate manual workarounds and maintain a perfect audit trail.
Scenario-Based Selection Guide
Use this table to determine which mode fits your current billing situation.
| If you are... | Use this Mode... | Because... |
|---|---|---|
| Billing for time and materials exactly as they occurred in the timesheet. | Bill Actuals | It pulls raw work logs directly into the invoice for 100% accuracy. |
| Invoicing a fixed-price project based on a pre-accepted estimate or quote. | Bill As Quoted | It ensures your invoice matches the client's signed agreement penny-for-penny. |
| Billing against a budget or projection where no formal quote was issued. | Bill Estimated | It allows you to invoice the planned value without needing a locked estimate. |
| Invoicing a project milestone or stage (e.g., 20% Deposit, Frame Stage). | Progress Payment | It tracks "percentage of completion" and handles remaining balances automatically. |
| Invoicing a recurring monthly fee (e.g., Support Agreement, SEO Management). | Retainer | It treats the payment as a recurring professional services fee rather than a task-based charge. |
| Billing for out-of-scope work requested after the project started. | Variation | It separates the "extra" work from the original contract for clear client reporting. |
| Releasing funds previously held back as security (e.g., 5% defects period). | Retention Release | It correctly triggers the release of "In-Trust" funds in your accounting ledger. |
Deep Dive: Progress Payments
When you select Progress Payment, AtomicSam unlocks specific tools to manage long-term projects. You can define how the amount is calculated and how it appears to the client:
1. Calculation Methods
- Percentage: Bill a specific portion of the total contract (e.g., 25% Deposit).
- Fixed Amount: Bill a specific dollar amount (e.g., $5,000 for "Lock-up Stage").
- Remaining: A "catch-all" that automatically calculates and bills whatever hasn't been invoiced yet.
2. Progress Notes (Presets)
To save time and ensure professional communication, use industry-specific presets to describe the milestone:
- Construction: "Progress claim #1 of 5 — 20% of contract value"
- Professional Services: "Phase 1 milestone — Discovery complete"
- Creative/Agencies: "Deliverable 1 — Brand guidelines approved"
Why these modes matter
Most systems force you to choose between "Time & Materials" or "Fixed Price," leaving you to manually hack the invoice for everything else.
In AtomicSam, each mode has specialized UI, Logic, and Accounting behavior. Choosing the right mode ensures that your project profitability reports, tax liabilities, and audit trails remain accurate without manual data entry or spreadsheets.