To get started creating a Bill and/or a Client Invoice from Timesheets navigate to your project's Timesheets sub-tab - opening to the Details Tab
You can search/filter by a selected date range, user group (i.e. timesheet users and/or site staff vs other roles), user, task (or tags), and the approval status of the timesheet entries.
This page will list each entry sorted by date, for the given filters selected. Each entry will display the date and day, user, any associated task or tag, the start and finish time, total time logged, any break duration, the total net time excluding breaks, and the ability to read any timesheet notes.
When you are ready to charge your timesheet entries to your client via your project timesheets subtab's Details page - you can select your approved timesheet entries (those entries with the green tick to the far right of each entry) by clicking the 'Select Billable' dollar icon (to the left of the Date header) then clicking the 'Convert to Bill' option within the floating footer.
This will open a 'Convert to Bill' pop-up, allowing you to choose how you want to create your labour bill via the 'Create as*' drop-down before selecting the 'Convert to Bill' button to complete i.e. do I want to display the entries as:
- Individual Items - which creates each timesheet entry as an individual line item on the bill.
With this option, you can also choose to include notes, which will be appended to the end of the description as well as Include Timesheet Dates in the description. you can choose either/both of these on this option.
- Single Line Items - which combines all timesheet entries into a single line item on the bill. This will add up all of the hours, cost and sell price, and average this out to ensure it's one clean bill line.
There may be small rounding differences here due to needing to add all of the different totals. - Grouped by Tasks - which groups timesheet entries by task - as single line items for each task on the bill. There may be small rounding differences here due to needing to add all of the different totals.
- Clicking the 'Convert to Bill' button creates a Labour Bill - displaying:
- Labour - as the line Description(s)
- Hour(s) - as the Unit of Measure
- Number of Hours - as the Qty
- The Timesheet Average Cost - as the Hourly Rate
- The Markup % = Total Invoiced vs Timesheet Total
- The Sell Price = Total Invoiced vs Qty
- Tax Rate = No Tax
- The Total Invoiced - as the line Total
NOTE: Labour Bills created within the timesheets feature are no longer sent to Xero by default - however you can select the 'Enable Sending to Xero' option of any labour bill, clicking the 'Enable' button to send it through as a draft Labour Bill in Xero. Credit notes created from Bills will not automatically send to Xero unless the Bill had been enabled to send to Xero.
Creating a Client Invoice from a Labour Bill
Now that we have Billed the timesheet entries we have the ability to create a client Invoice.
- Simply click on the Bills in Tab from within the timesheets modal
- Select the bill/s you wish to create an invoice for
- The Convert to Invoice bar will appear at the bottom of your screen - select this and it will take you to the invoice creation page
- You can now check everything is in order and proceed to create the client invoice and send to Xero.
Financial Status Column and Filter
Back on the project timesheets Details page, a Financial Status Column shows whether timesheet entries have been billed and/or invoiced. While the Financial Status filter allows you to filter the timesheet entries by All, Billed, Not Billed, Billed but Not Invoiced, and Invoiced - to easily find entries in a specific state to action i.e. add to a labour bill.
The Bills In and Invoices Out sub-tabs
The Bills In and Invoices Out sub-tabs are short-cuts allowing you to see the Labour Bills and Invoices created via the timesheets sub-tab i.e. only Bills/Invoices/Credit Notes created via the timesheet sub-tab display on this shortcut.
When on the FMS Bills In and Invoices Out sub-tab, any document created via the timesheet feature will have a small timesheets 'clock' icon - clicking on this allows you to quickly short-cut back to the project's timesheets page.
To go back to The overview for ALL Timesheets Advanced features click here