Fees and other expenses

In Severa, fees (products) and costs are key elements in project management and billing. With them you can:

✔️ Invoice a flat rate project either with a single fee or in recurring periods
✔️ Record costs to the project to ensure that the project margin remains accurate

Fees

Fees (i.e. products) are an essential part of the project plan and are typically used in flat rate projects. Fees are divided into three fixed types, based on which you can easily report data in clear sections: Own work, Regular products, Subcontracting. These types cannot be edited; they are a fixed part of the system.

• Function: The billing of a flat rate project is typically divided into parts, i.e. fees, which can be scheduled to be billed on a specific day or linked, for example, to the completion of a project phase.
• Entry: Fees can be entered via the project financials tab under Fees & other expenses > Add fee or cost  as well as via the work hour entry page.
  1. When entering a fee, you can use a product from the product registry (recommended especially from the perspective of integrations).
  2. You can also enter a single fee row without product allocation to the project by typing a free-form description in the search field and selecting Add without product allocation.
• Billing: The fee appears on the list of billable items when its billing date is due or the phase linked to it is marked as done.

Costs and other expenses

Costs are expenses allocated to the project, such as external service purchases. Costs are an essential part of project margin calculation, and they can also be imported from another system into Severa via specific integrations, for example in the form of purchase invoice rows.

• Function: Can be recorded either as billable to the customer or only as project costs.
• Other expenses: For example subcontracting or material purchases.
• Entry: Costs can be entered via the project financials tab under Fees & other expenses > Add fee or cost as well as via the work hour entry page. When entering a cost, Unit price is left empty if you only want to enter a cost that affects the project margin and is not billed to the customer.
  1. When entering a cost, you can use a product from the product registry (recommended especially from the perspective of integrations).
  2. You can also enter a single cost row without product allocation to the project by typing a free-form description in the search field and selecting Add without product allocation.
• Billing: Only costs with a unit price and marked as billable are billable from project.

Managing the product registry

The product registry is managed in the company’s main settings under the cogwheel icon Settings > Working time, travel expense and product registries > Regular products. Add new products or edit existing products via the registry.

Changes made to existing products in the product registry are not updated to fees or costs that have already been entered.

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