Do your clients ask you to attach your resources' timesheets to the invoices you sent them? Or do you just want to make sure the invoices you send are compliant with the times validated by your clients?
Therefore, this new feature will be useful for you! From now on, you'll be able to:
- Indicate the projects you might need to have timesheets for
- Identify the missing signed timesheets
- Prevent from invoicing via PostProduction if the signed timesheet is missing
- Attach the signed and unsigned timesheets to your invoices
Contents
To be able to follow this part, make sure you have the Administrator rights. Or ask your administrator to manage this part and resume as from part 2.
General settings of the order
Administrator > Legal Agencies > your legal agency > Billing tab
From the Administrator interface, go to the Billing tab of your legal agency. At the bottom of the page, you'll find the following elements:
- Attach timesheets as annexes: by enabling this option, Boond will attach the "Client" timesheet or signed timesheets (if this one is available) as an annex to your invoice
- Mandatory signed timesheets: by enabling this option,
- your collaborator will be alerted on their timesheets to start the electronic signature process
- you will also be alerted on PostProduction if the signed timesheets is missing
- invoice generation will be blocked on PostProduction if the signed timesheets is missing
- Default settings of the Client PDF: The pre-checked options will be retained when your collaborator triggers the electronic signature process and will be taken into account during the creation and downloading of the "Client" timesheets
Reminder : we're speaking about global settings of the orders here. But afterwards, each order can be customized based on your different clients' instructions.
As indicated in the previous part, each order can be customized depending on your clients instructions. Therefore, from each order, you'll be able to indicate whether you need to attach signed timesheets to the invoice.
To do so, go to the Projets module > Your projet > Billing tab > Order
- Attach timesheets as annexes: by enabling this option, Boond will attach the "Client" timesheet or signed timesheets (if this one is available) as an annex to your invoice
- Mandatory signed timesheets: by enabling this option,
- your collaborator will be alerted on their timesheets to start the electronic signature process
- you will also be alerted on PostProduction if the signed timesheets is missing
- invoice generation will be blocked on PostProduction if the signed timesheets is missing
- Default settings of the Client PDF: The pre-checked options will be retained when your collaborator triggers the electronic signature process and will be taken into account during the creation and downloading of the "Client" timesheets
To learn more about the electronic signature process, we invite you to read this article: Client signature on timesheets.
When creating and configuring the client order, if you've ticked the boxes for you to make sure that the signed document has been attached (cf part 1), you'll be able to follow up on the following elements.
On the Postproduction app
1. Following-up on signed documents:
The caption at the bottom of the page indicates that the signed document is missing on the project. Therefore, you can click on the arrow to consult the details and find out which resource you have to chase up.
Reminder, you can directly click on the timesheet validation icon in order to be redirected to the document.
2. Prevent from invoicing on Postproduction when the signed document is missing :
Here the button to generate the invoice is greyed as it has been configured in a way to prevent from invoicing on PostProduction if the signed document is missing on the resource's timesheet.
This way, if you try and bulk generate your invoices, this invoice won't be generated either.
However, if you do wish to generate your invoice (without having the signed document), you can directly open the client order and manually create the invoice.
Result on the invoice
Once your invoice has been generated in BoondManager, you have the option to download it as a PDF on its own or to export it with the attached document : meaning the signed timesheet.
The main document is the invoice and the attachment is the signed document.
When you export the documents + attachments, you'll find a ZIP file in your download center with all of the documents.
You just need to click on the shortcut link to be redirected to the download centre (if the shortcut link has gone, click on your name at the top right hand corner to access your download centre).
Sending the invoices with signed documents attached
From BoondManager, you can directly send your invoices with the signed timesheets attached. To do so, you can use the Emailing app which allows you to send in bulk or individually the invoices.
In the Billing module, use the necessary filters to view the invoices you're interested in and select the ones you'd like to send. Then click on the Emailing icon and follow the workflow.
After clicking on continue, you'll see the list of recipients, you can select up to 3 email addresses per company (that you have keyed in beforehand in the billing details).
Finally, you just need to select the template you'd like to use and click on send!
We hope that this tutorial has been of any help and we invite you to let us know by voting in the dedicated section below.
If you still have other questions, feel free to get in touch with our Support team :
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