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SAIYU - Invoicing to Clients

Date: 09.02.2025 | Revision: 2025.02.a

Overview​

Starting from 2025, all invoices from Saiyu will be managed exclusively through Buildertrend, regardless of the contract type. The invoicing pipeline is scenario-based, tailored to the nature of the contract. The following sections outline the pipelines for each contract type:

  • Lump Sum Contract
  • Design and Construct (D&C) Contract
  • Cost Plus Contract

More reading about Contract Types

Flow Chart​

1. Lump Sum Contract​

Description​

A fixed-price contract with a clearly defined scope of work. Invoicing is straightforward, issued as progress claims or at predetermined stages.

Process​

  1. Invoice Generation

    • Generate the client invoice (progress claim or per stage) directly from Buildertrend.

  2. Financial Disclosure

    • No internal financial details from Saiyu are disclosed in the client invoice.

  3. Synchronization to Xero

    • Sync the generated client invoice from Buildertrend to Xero.

  4. Final Issuance

    • Issue the final invoice to the client from Xero.

2. Design and Construct (DNC) Contract​

Description​

In this contract, the contractor is responsible for both design and construction. Depending on client requirements, partial financial information may be disclosed.

Process​

  1. Review POs

    • Review Purchase Orders (POs) in Buildertrend.

  2. Invoice Generation

    • Convert the POs into a client invoice in Buildertrend, incorporating any contract required partial financial disclosures.

  3. Consultant Handling

    • All consultants involved are treated as subcontractors within the invoicing process.

  4. Synchronization to Xero

    • Sync the generated client invoice from Buildertrend to Xero.

  5. Final Issuance

    • Issue the final invoice to the client from Xero.

3. Cost Plus Contract​

Description​

A contract where the owner pays actual costs (labor, materials, etc.) plus an agreed fee. This is the most complex scenario and is split into two pipelines:

  • One for Saiyu’s management services
  • Another for the construction component

3.1 Management Component​

Process​

  1. Timesheet Recording

    • Record all management activities via timesheets in Buildertrend.

  2. Invoice Generation

    • Generate a management invoice directly from the timesheets in Buildertrend.

  3. Synchronization to Xero

    • Sync the generated client invoice from Buildertrend to Xero.

  4. Final Issuance

    • Issue the final invoice to the client from Xero.

3.2 Construction Component​

Process​

  1. PO Creation

    • Create a Purchase Order (PO) in Buildertrend for construction activities.

  2. Invoice Generation

    • Convert the POs into a client invoice in Buildertrend.

  3. Synchronization to Xero

    • Sync the generated client invoice from Buildertrend to Xero.

  4. Final Issuance

    • Issue the final invoice to the client from Xero.

Summary​

  • Unified Platform

    • All client invoices are managed through Buildertrend and synchronized with Xero.

  • Lump Sum Contracts

    • Invoices are issued as progress claims or at predetermined stages.
    • No internal financial data is disclosed to the client.

  • Design and Construct (DNC) Contracts

    • Invoices may include partial financial disclosures as required by the client.
    • Consultants are treated as subcontractors.

  • Cost Plus Contracts

    • Management Invoicing
      • Generated from timesheets in Buildertrend, synced to Xero, and issued to the client.
    • Construction Invoicing
      • Generated from a Purchase Order in Buildertrend, synced to Xero, and issued to the client.