Invoicing

Using the invoice module is very simple, you just have to setup a couple of fields and then you can start using it.

[Note]Invoice params

Before starting to create invoices, remember to fill every field required on component params; we'll need them later

Manage invoices

On Invoices submenu you can find the entire list of invoices that you have created.

1. Invoice number

It's the number of the invoice. Please note that Draft invoices have no number. When you save a new invoice and its state is Issued, Tracktime will automatically assign the last number used + 1.

2. Emission date

Invoice emission date.

3. Due date

Invoice due date.

4. Invoice state

Invoice state. It could be Draft, Issued or Paid.

5. Invoice title

It's an internal title to the invoice, just to remember what did you billed.

6. Customer

Linked customer with the invoice.

7. Project

If the invoice is linked to a project, you can use this field. However, it's just to remind you if the invoice is linked to a project, since each calculation is inside the invoice.

8. Total paid

Amount paid

9. Invoice total

Amount to be paid

10. Special links

Here you can find some useful link:

  • Invoice preview Since you can have more than one template, you can preview an invoice with different layouts.

  • Download invoice Clicking this icon will download the invoice in PDF

  • Download invoice (selecting template) You'll be able to download a PDF copy of the invoice after selecting the template

  • Send email You can directly send the invoice to the customer. A modal window will show up and you can choose the mail template, the invoice template and the email subject.

Add/edit invoice

Here you can edit or create a new invoice. When you create a new invoice, the Footer notes field will contain the data you set in component params.

If you create a invoice with state Issued, or you chage its state to that value, Traktime will automatically assign it a new invoice number. It will get the last one plus one; you can configure the last used number inside components options. However, you can manually assign a number, too.

The most important thing is the area below: here you can add rows to your invoice.

You can add a row in three ways: manually, fetching row from activities or fetching rows from hour stacks.

[Note]Invoice plugins

Every time you save an invoice, TrackTime will call invoice plugins. If you want to exclude a row from being processed by plugins, simply uncheck the field Run plugins.

Add a custom row

This is the simplest scenario: just click on the button and fill the info. Every time you change a value, Tracktime will recalculate the row total and the invoice total.

Add a row from activities

If you want to create an invoice using the activity log, click on the Add an activity entry button. A modal window will show up, where you can choose which activity you want to add.

[Note]Activity displayed

Please note that Tracktime will hide activities that have been billed or that are linked to a billed hour stack.

For example, you have 10 records linked to the hour stack named July maintenance; when you create an invoice including that hour stack (we'll see later how to do that), those 10 records won't show up, even if you didn't directly billed them.

[Tip]Group activities

If you want, you can group activities in order to create less records: just check the field Bill activities grouping by price.

In this way, if you have 7 logs, 4 with an hour charge of 40$ and 3 with an hour charge of 55$, Tracktime will create only two records.

Add a row from hour stack

In the same way we did with activities, we can select hour stacks to bill. Clicking on the button Add an hour stack entry will open a modal window.

Click on the hour stack you'd wish to bill, then click on the button Issue an invoice for selected hour stack .

Again, you'll see only hour stacks that have not billed yet.