How to treat Pro Bono account/project?

[EnigmaWeb]

Hi Guys, I'm just wondering if anyone has a suggestion on how best to treat Pro Bono accounts or projects with WHMCS?

 

In my specific scenario I have a customer whom our company sponsors, so all work we do for them is done Pro Bono (for free), but I still want to keep track of their account - ie what products they have with us, billable items, invoices, how much they've theoretically spent etc for account keeping purposes.

 

Also a lot of the work we do is custom (it's not under the product/services tab, just manually inputted usually on client's invoices) so I'm not sure the promotions feature would work very well for us? I'm thinking the 'credit' feature also wouldn't work well for this purpose as we don't want our income records to be skewed?

 

Any suggestions from more seasoned WHMCS users greatly appreciated.

 

Thanks

[Alex - Arvixe]

Would this fit your needs:

 

https://www.whmcs.com/addons/project-management/

[EnigmaWeb]

I use the project management addon for managing projects... but what I'm asking about has nothing to do with project management, it's a billing question.

 

Thanks anyway

[Alex - Arvixe]

I use the project management addon for managing projects... but what I'm asking about has nothing to do with project management, it's a billing question.

 

Thanks anyway

 

I apologize for misunderstanding your initial thread. Could you explain further what it is you are trying to achieve?

 

It sounds like your looking for a way to keep track of projects you have for this certain client who you do all your work for for free. As your work is custom the product / services section wouldn't work etc... in which case I'd again point you to that project management addon which I now know you are already using?

[EnigmaWeb]

No worries, thanks for trying to help.

 

Ok so what I want to keep track of is their account, as in how much money they've theoretically spent with us. Let's say they rack up services for which we would usually charge $5000... I need to keep track of that money some how because it's a cost the business has incurred, and thus I need to declare it as part of my tax return, and claim tax benefits/reductions. Not sure if things are the same in the US but in Australia where I am we have a very high tax rate so one thing many businesses do is provide Pro Bono services then claim it as a tax reduction. Does this make more sense?

 

Another thing is that I would like to keep track of their services such as domain, web hosting and so on because that will automatically generate subsequent billing records (although marked $0) and tie in with the hosting server, domain renewals and so on... Because if we don't do this through WHMCS then there is no record of what resources the sponsored client is actually using... and that's a great way to lose track of their account and make errors like not renewing their domain.

Edited March 7, 2013 by EnigmaWeb

[Sharek]

I was wondering if this was ever answered as I am in the similar situation.

I have group or organization I want to offer Pro Bono service to but want to keep track of the user information and services.