You can set up the full payment schedule for the project directly in the quote. Setting the payment schedule in the quote helps with projects where the customer expects the complete payment schedule before approving the proposal.
You will need the "Manage quote payment schedule" permission, or be a member of a group that has it, to change the payment schedule template, payment milestone names, amounts, calculations, and billing and due dates.
Here are some things you can do to set up the complete payment schedule.
Change payment schedule template (Optional)
A quote will always use the default payment schedule template set under “Settings > Quote > Payment Schedules.” You will need to decide whether the payment schedule of the template works for the project and the customer, and make any necessary modifications.
To change the template:
1/ Click the "Overview" tab of the Quote.
2/ Click the "Payment Schedule" tab.
You will see the payment milestones that came from the template.
3/ Click the "Select template" icon at the top of the payment milestones and select a new template in the modal.
The payment milestone amounts are calculated using the new template.
a/ Click "New payment milestone" and add a new milestone.
b/ Click "Edit" next to any payment milestone.
c/ Click the "Delete" icon at the top of the milestone edit panel and delete it.
d/ Choose a payment schedule template from the "Choose template" dropdown. This will update all percentage-based amounts based on the new schedule.
5/ Click "Save" to save the changes on any edit milestone panel.
Set milestones
You can set milestone terms, billing, and due dates. To do so:
1/ Click "Edit" next to the milestone.
You will see a side panel with the options to set the terms, billing, and due dates.
2/ You can set the billing and due dates manually, or use a term to set the due date automatically.
3/ If you have used a dynamic schedule and want to add or change the calculation for the milestone, you can do so.
Check out this section of the article for instructions.
4/ Click "Save."
5/ Repeat steps 1 to 4 for all the milestones.
Edit a milestone
You can edit a milestone that comes from a legacy or dynamic payment schedule. You can make the following changes.
Legacy schedule: change milestone name, change milestone amount
Dynamic schedule: change milestone name, add or remove calculations
To edit a milestone:
1/ Click "Edit" next to the milestone.
You will see a side panel with the options to change the name and change the amount or calculations.
2/ Make the changes and click "Save."
The changes to the amount or calculations will work as follows:
Total payment value is less than the overall value in the quote
If you change the amount or calculation so that the total payment value of the milestones is less than the overall value in the quote, you will see an Orange banner in the "Allocation Summary" widget showing the difference amount and the areas where you may want to allocate it.
The following screenshot shows how changing the calculation of a dynamic milestone resulted in a difference.
In this case, click "Add payment milestone below the milestones list and add a new milestone to factor in the difference amount.
Total payment value is more than the overall value in the quote
If you change the amount or calculation so that the total payment value of the milestones exceeds the overall value in the quote, you will see an Orange banner in the "Allocation Summary" widget showing the difference.
The following screenshot shows how changing the calculation of a legacy milestone resulted in a difference.
Delete a milestone
You can delete a milestone if you want to shorten the payment schedule and factor in the amount into other milestones.
To delete a payment milestone:
1/ Click "Edit" next to the milestone.
You will see a side panel.
2/ Click the "Delete" icon in the top corner of the side panel.
Bulk edit milestones
If you want to bulk-edit the milestones in the quote, click "Bulk edit" below the list of milestones.
You will see a modal with all milestones, along with options to edit and delete them.
Enable Dynamic Calculations for a schedule
If you are using a legacy payment schedule template, you can set "Dynamic Calculations" to ON and select a dynamic schedule template from the modal to switch to a dynamic payment schedule.
Check out this article for more details.
Set the deposit collection method
If you have enabled D-Tools Payments, you will see the payment methods you have enabled to collect payments.
You can opt to collect payments without using D-Tools Payments for the quote by setting D-Tools Payments to OFF.
You can reorder and place the preferred payment method at the top to make it the default payment method for this quote.
You can set one or more payment methods to OFF if needed.
If you have not enabled D-Tools Payments, you will see an option to submit your application to use D-Tools Payments.
Check out this collection of articles for more details.
If you don't want to collect a down payment when the customer accepts a proposal, remove the "down payment" milestone from the payment schedule and temporarily disable D-Tools Payments until the proposal is accepted.
Save the payment schedule
Once you finalize the milestones, Cloud makes this schedule available in the project created when you mark the opportunity as Won.
In the Project view, you can change the dates based on the project status, and adjust the milestone amounts or percentages if needed.
Check out this article for more details about updating the payment schedule in the Project view.