Do you record your customer service times on tickets? Are you invoicing intervention times? Would you like to re-invoice all these times at the end of the month?
With the "Mass re-invoicing of time spent" app, invoice in a single operation all your customer support or assistance time recorded on your tickets, delivery notes or work orders.
Prepare selections of third parties, and bill their time with a single click.
Once the app is installed, you can access it in several ways:
- From the home page
- From the "New Job" link of contact or company type document selections
1. Mass billing for time spent
Create a selection of companies to invoice
Compose your selection of contacts or companies for which you wish to launch time billing.
This selection will be the database on which you can trigger time billing.
To do this, click on the "New job" link in the shortcut block of your selection, or go directly to the app's home page.
A form is displayed:
Define the operation to be performed
Complete the form to specify the treatment to be carried out.
In particular, enter :
- The "Attached times" source: choose a type of object to which the time to be billed should be attached (tickets, work orders, business orders, contracts, etc.). Do not choose anything to re-invoice all times to be invoiced).
- A title: specify a common object for each invoice issued via this selection.
- A start/end date: define the invoiced period. This information will be displayed on each invoice generated, in the invoice's subtitle zone.
- Employee names: to display (or not) the name of the employee linked to the time on the invoice.
Also set the operation to be triggered:
- Validate invoices: yes/no. If YES, this means that the Final Invoice has been produced. It is dated, numbered, signed and can no longer be modified. If no, this triggers the creation of an invoice to be issued.
- Send invoices: yes/no. If YES, this means that if the final invoice is produced, it will be sent directly to your customer, using the first email address entered in your third-party file.
- Mandatory product: yes/no. If YES, then time not related to a product will not be billed.
- When to launch: define the date of execution of the "Job", with a maximum of 24 hours.
If necessary, choose a person to inform once the operation is complete.
Execution of the job then triggers, for each company in the selection, the creation of an invoice to be issued with the name of the company (business link if existing) containing :
- The billing address entered in the third-party file.
- Default terms for: bank, terms and conditions of sale, payment terms, late payment penalties and discounting.
- Product lines represent the event linked to a ticket, work order, or other, for the company over the period. If the event is linked to a product, then the artcile line takes the product name and description, and also displays the ticket name and date ("Ticket n°xxxxxx of dd/mm/yy at hh:mm" + by "employee name" (if Employee Name = yes) ).
- The unit price of the item shown on the product sheet, or negotiated price if available (depending on settings).
- Quantity: i.e. the number of hours spent on the ticket
- The Unit is the product unit entered on the product sheet.
Track results
Errors can occur during validation: missing address, invoice without product line, etc. To find out how the validation went, the app creates selections:
- Invoices created: selection of validated invoices
- Non-validated invoices: selection containing non-validated invoices, if you have requested validation.
- Unsent invoices: selection of invoices that could not be sent, if you have requested that they be sent (e.g. due to lack of e-mail).
- Unbilled times: Times that could not be billed due to a lack of product, if you have requested that the product be mandatory.
Go to the job page for a detailed breakdown of the operation, with a list of validated invoices and reasons for non-validation for the others.
2. Special case of tickets: configure automatic time rebilling for tickets
The "Mass re-invoicing of time spent" app requires the "re-invoicing of time spent" app.
On this app linked to "time spent rebilling", you have a setting that allows you to request that time spent on a "ticket" type object be automatically marked as "to be rebilled". In this way, any time spent on a ticket is automatically billed.
