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JB T&M Templates

Company Tracker action: implementation-setup-jb-tm-templates Milestone: Job Billing / Module Setup (milestone_id=8, core_milestone_id=2) Order: 9 Estimated duration: 1–2+ hours (template design is client-specific and often deep) Typical owner: Controller / Billing

Purpose​

Build T&M billing templates that control how job cost is selected, sorted, grouped, rated, and presented on invoices — usually one template per customer billing pattern (or a shared/branch template when several customers bill the same way).

Prerequisites​

  • Job cost is posting the way the client expects (phases/cost types feeding T&M).
  • Know which customers need a distinct invoice layout vs who can share a template.
  • Retainage on T&M: if retainage must be tracked, contract bill type must be B (Both), not T (T&M). Bill type T does not track retainage — critical go-live rule.

Vista configuration article​

See the detailed Vista guide:

Setting Up JB T&M Templates

Field meanings and form steps live there. Do not restate them on this page. For line summary and sort level option meanings, use F1 (Viewpoint / Trimble help) on those fields — that is the best reference.

Implementation guidance​

Header (template)​

  • Scope: if a customer must bill job cost a certain way, they usually get a template. If several customers bill the same way, use one shared (or branch) template.
  • Sort order: controls how cost comes in and how the invoice sorts/groups that cost — pay attention here first.
  • Effective dates: labor / equipment / material effective dates support old vs new rates over time.
  • Category checkboxes: Use Labor Categories / Equipment Categories / Material Categories when rates need breakouts and restrictions (ties to the related T&M rate/category forms).

Lines​

  • Source type is the main line control: e.g. this line only pulls labor from Payroll, or only pulls from Accounts Payable and shows vendor detail on the invoice.
  • Lines also have summary and sort level options — use F1 help for exact meanings rather than guessing.
  • Templates can add markup, retainage, discount, and tax lines — many options; design to the contract/customer invoice need.

Related forms (thin — enough for implement)​

These are separate Tracker actions, but tip depth lives here. Keep their Tracker pages as stubs that link back.

  • Labor / Material / Equipment rates (and labor override): rate tables attached to the template. Use when the header category/rate path needs specific rates, effective dating, or overrides. Detail is form-driven — use Vista + F1; no separate starter pack.
  • Labor Categories: billing labor categories linked to the cost side (craft / class). Enable when the template uses labor categories for rate breakouts; otherwise skip.
  • Template Copy: copies one template to another so you can vary rates or structure without rebuilding from scratch. Use when patterns repeat across customers/branches.

Do not enumerate every rate restriction on Tracker pages — F1 / Trimble help on the form is the right depth for those options.

Decide / load / accept​

  • Decide template count and naming (per customer vs shared/branch), sort/group approach, whether categories are on, and bill type B whenever retainage applies.
  • Load header + lines for go-live T&M customers; attach related rate/category setup when those checkboxes are used. Clone with JB T&M Template Copy when patterns repeat.
  • Accept means Billing/Controller has walked a sample init/invoice for each pattern and confirmed sort/group, source lines, and retainage behavior.

Tips and gotchas​

  • This is a loaded implementation form — many grouping/summary paths; do not invent a universal starter pack.
  • Retainage requires bill type B (Both). Bill type T (T&M) does not track retainage.
  • Sort order drives invoice presentation — get it right before rate detail.
  • Source type on lines controls module origin (PR labor vs AP vendor, etc.).
  • F1 on summary/sort level fields beats tribal notes for option definitions.

Done when​

  • In-scope T&M templates exist for go-live billing patterns (or action N/A if no T&M).
  • Sort/group and line source types match the sample invoice the owner accepted.
  • Retainage jobs use bill type B, not T.
  • Related category/rate forms are completed only when those header checkboxes are in use.