Generating an Invoice from the Time Tracking Record

The software allows you to create a sales invoice for the client, including data from the time tracking record of the project you and your team worked on. All items and data are entered into an invoice template and sent to the client via email or printed, as needed.

 

Note: Before starting, make sure to activate the time tracking app in your account.

1. From the main menu, click on “Time Tracking“.
2. Click on “Generate Invoice“.
3. Set the filter data for the items you want to include in the invoice as follows:
   • List by: Choose from the dropdown menu how you want to display the data on the invoice, either by: Project, Activity, Staff, or Date.
   • Format: Choose the invoice format from the dropdown menu, either Grouped or Detailed, as needed.
     • Grouped format: An invoice is created with a single item, which calculates the total hours of all time records that follow the same listing type chosen from the previous field. (Example: total hours for the same project, or total hours for the same activity…etc.)
     • Detailed format: A detailed invoice is created where each item represents one of the time records following the same listing type chosen from the previous field. (Example: a breakdown of all time records for the same project, or a breakdown of all time records for the same activity…etc.)
   • Include in Description: Click the checkbox next to each option you want to include in the invoice description.
   • Date Range: Select the period for which you want to create the invoice, from the following options:
     • Last week: Create an invoice for projects worked on in the last week from today.
     • Last month: Create an invoice for projects worked on in the last month from today.
     • Month to date: Create an invoice for projects worked on from the start of the current month until the invoice creation date.
     • Last year: Create an invoice for projects worked on in the last year from today.
     • Year to date: Create an invoice for projects worked on from the beginning of the current year until the invoice creation date.
     • Date Range: Choose a specific start and end date from the calendar to create an invoice for projects worked on within that specified period.
     • Specific Date: Choose a specific date from the calendar to create an invoice for projects worked on that date.
     • All dates Before: Choose a specific date from the calendar to create an invoice for all projects worked on before that date.
     • All dates After: Choose a specific date from the calendar to create an invoice for all projects worked on after that date.
   • Default Hour Rate: Enter a default hourly rate to include in the invoice for the services therein.
     • Note: The default hourly rate will take priority over the “employee hourly rate”. The system will calculate the total invoice based on it if entered at this step. If not entered, the system will calculate based on the employee’s hourly rate. For more details, see the guide “Adding an hourly rate for an employee“.
   • Project: Select from the dropdown menu the project to be included in the invoice.
   • Staff: Select from the dropdown menu the employee whose projects you want to include in the invoice.
   • Activity: Select from the dropdown menu the activity you want to include in the invoice.
4. Click the “Save” button.
   • The system will open a window to create a new invoice with the data you specified in the previous steps.
5. Complete the rest of the invoice details as required.
   • For more details on how to complete the invoice data, please refer to the guide “Creating a Sales Invoice“.