With business jobs on an hourly basis, you invoice based on the hours actually worked and materials used. This article explains how that works in Bas.
Step 1 - Difference between residential and business on an hourly basis
With a residential removal, you usually invoice a fixed amount as stated on the quote. With business jobs on an hourly basis, you invoice based on the hours actually worked and materials used.
The main differences:
Aspect | Residential | Business on an hourly basis |
VAT | 21% inclusive | 21% exclusive (or reverse-charged) |
Invoice basis | Quote amount (fixed) | Hours worked x rate |
Reference number | Not needed | Often mandatory (PO number, client's case file number) |
Payment term | 14 days | 30 days (or longer) |
Quote | Detailed with cubic metre price | Hourly rate, transport costs, material costs |
Step 2 - Setting up a business case file
Create the customer as a business customer (fill in the company name field and add a contact). Create a case file. Choose the correct package (for example "Business hourly rate").
Fill in the reference number of the client (if mandatory). The quote will then contain hourly rates and transport costs instead of a cubic metre price calculation.
Step 3 - Framework agreements
Many business removal companies work with regular clients that have a framework agreement. Think of insurers, staffing agencies or government bodies.
For each framework agreement, you create a separate package in Bas:
Client | Package | Particulars |
Insurance Company A | Insurance A package | Specific hourly rate, fixed transport costs, reference number mandatory |
Insurance Company B | Insurance B package | Own rate structure, own invoice format |
Staffing Agency XYZ | Staffing Agency XYZ package | Weekly bundled invoicing, reference number per job |
The package determines which lines appear on the quote and invoice, which rates apply, and which revenue group is used for the accounts.
Step 4 - Weekly case files for regular clients
If you carry out several jobs a week for the same client, you can work with weekly case files (or period case files).
Create a case file per week or per period for the client. Use the reference field for the week number or the client's PO number (for example "Week 12" or "PO-2026-0045"). You record all jobs from that period under that one case file. At the end of the week, you create a bundled invoice with all the jobs.
Events within a case file
Within a weekly case file, you schedule an event per job. Each event can have a different address and a different type of service. This way you keep an overview of all the individual jobs that belong to the same client and the same period.
For each event, you set: - The address (loading and unloading address) - The type of service (removal, delivery, assembly, etc.) - The employees and vehicles
This means you don't need to create a separate case file and a separate invoice for every job. Especially for clients with lots of small jobs (for example furniture deliveries or office moves), this saves a lot of administrative work.
Step 5 - "Skip quote" for hourly-basis jobs
With business jobs on an hourly basis, you don't know in advance exactly what the final total will be. After all, the customer pays based on the hours actually worked. That's why you often use the Skip quote feature.
How it works: 1. Create the case file and select the correct package 2. The system makes a calculation based on the estimated hours and rates 3. Choose Skip quote - the calculation is still made (for your planning and post-calculation), but no quote is sent to the customer 4. Schedule the job and carry it out 5. Afterwards, you invoice based on the approved hours
Note: If you want to use "Skip quote", the case file status must be set to Open. If the status has already moved on (for example "Quote sent"), you can no longer use this feature. Make sure the calculation is filled in before you skip the quote.
Step 6 - Post-calculation for business jobs
For business jobs on an hourly basis, post-calculation is crucial. The approved hours determine what goes on the invoice.
The office schedules a job and estimates 8 hours. The removal crew member records in the app that he worked 7 hours and 45 minutes. The office checks and approves 8 hours (for example because travel time is included). The invoice is created based on 8 hours x hourly rate.
The system automatically calculates: - Labour costs (approved hours x gross hourly wage) - Vehicle costs (vehicle hours x cost per hour) - Material costs (boxes used x purchase price)
This gives you insight into your margin per job.
Tips
Create a separate package per framework agreement
Use weekly case files for regular clients with lots of small jobs
Use the reference field for week numbers or PO numbers
Use "Skip quote" for hourly-basis jobs - the calculation is still made, the quote isn't sent
Approve hours before invoicing
Please note
The reference number is often mandatory for business clients
Approved hours determine the invoice, not actual hours
Post-calculation only works if cost prices are filled in correctly
The case file status must be set to Open if the calculation is still needed. Don't change the status prematurely.
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