Branches with RAVE's FMS (Financial Management System) are able to convert their site manager/staff and office team member timesheet entries directly to a project's bill - to then invoice out to their client. The processes to do this are listed below.
How to Convert a Project's Time Sheet Entries to a Bill
To convert your project's timesheet entries to a Bill
- Find and open the project you want to convert your timesheet entry to a bill for
- Then click on the Time Sheet sub-tab - to the far right of the project's sub-tabs
This will open the Project's Timesheets summary page with a summary of each users hours for the selected timeframe on that project. Click on the details tab
- Tick the checkboxes (to the left of each entry line) for any timesheet entries you would like to add to your bill
- Once all entries have been selected - click on the 'Convert to Bill' button - at the top right of the screen
This will open an 'Add a Bill' screen - prepopulated with your branch's details as the internal bill 'Supplier/Contractor'
- Add in your internal 'Bill Reference' i.e. "Week Ending (day, month), a Bill Number or other
- Select your appropriate Category i.e. Building Labour
- The 'Amounts are' tax field will auto default to 'No Tax' - as you don't pay GST on employees wages
- Each bill line will display the following fields
- The person's name + the timesheet entry 'Time Tag' description
- The unit of measure (UOM) set to 'per hour'
- The number of hours (quantity/QTY) will auto-populate also
You will need to add per line:
- Account code
- Subcategory
- Cost/Markup/Sell Price (If not loaded in your staff members user profile).
The Settings sub-tab
The Settings screen allows for some customisation when converting timesheet entries to bills.
- You can Override Branch Breaks Billing
- If the Override Branch Breaks Billing is selected, you can then select the 'Include Breaks When Converting a Timesheet entry to a Bill' option
Hourly Rate NOTES: Where to load your Staff User and Site Staff/Manager Hourly Rates
Those with Branch Owner permissions can add their teams hourly rate (what their staff cost them per hour) to their Staff or Site Staff/Manager user profiles. They can do this by clicking on their profile dropdown, expanding the Branch Settings and then click on Manage Users. Then edit their staff or site staff/manager user profile' 'Hour Rate' accordingly.
NOTE: Default Timesheet breaks can be set here also.
Remember: Site staff are entered with No Tax. i.e. if the site staff member was contracted as a GST registered builder/contractor, they would not be using RAVE's timesheet tool to add their entries - instead, they would issue you a bill weekly/fortnightly/monthly for their labour and any materials - with their GST number, and the GST amount included. Which can be loaded directly using any of RAVE FMS's 'Bills In' workflows. - When you are happy with the line entries and hours being billed - click on the 'Approve' button - at the bottom right of the screen to proceed
That will save the bill and push the details to Xero as a draft bill.
Going back to the project's Time Sheet sub-tab, all timesheet entries that have been partially/fully converted to a bill will have a 'Part of a Bill' icon displayed next to them.
How to Convert any remaining Project's Time Sheet Entries to a Bill
If you need to convert any remaining (un-billed) hours to a bill (or bills), you can go back to the project's Time Sheet sub-tab, and repeat the previous process. The key difference is that the new 'Convert to Bill' page will display the remaining hours to charge out vs the total hours to be charged.
i.e. in the screenshot below, the first figure is the remaining hours to charge, and the second figure (in brackets) is the total hours to be charged from that timesheet entry.
Converting a 'No Tax' Timesheet Bill to a Client Invoice WILL Automatically add GST
When converting a 'No Tax' Timesheet Bill to a Client Invoice, RAVE will automatically add GST to the Client Invoice for you. You can manually override this by changing any line details to 'No Tax' if required.