Collect your resources' timesheets and attach them to your invoices

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

Settings

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: 

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  1. Attach timesheets as annexesby enabling this option, Boond will attach the "Client" timesheet or signed timesheets (if this one is available) as an annex to your invoice
  2. Mandatory signed timesheets: by enabling this option, 
    1. your collaborator will be alerted on their timesheets to start the electronic signature process
    2. you will also be alerted on PostProduction if the signed timesheets is missing
    3. invoice generation will be blocked on PostProduction if the signed timesheets is missing
  3. 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.

Configuration of the client order 

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 

Capture d’écran 2024-04-09 à 18.30.23.png

  1. Attach timesheets as annexesby enabling this option, Boond will attach the "Client" timesheet or signed timesheets (if this one is available) as an annex to your invoice
  2. Mandatory signed timesheets: by enabling this option, 
    1. your collaborator will be alerted on their timesheets to start the electronic signature process
    2. you will also be alerted on PostProduction if the signed timesheets is missing
    3. invoice generation will be blocked on PostProduction if the signed timesheets is missing
  3. 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

 Good to know:

If you wish to generate only one PDF for your invoice and timesheets, all you need to do is enable the following option.

Capture d’écran 2024-04-09 à 18.59.26.png

Electronic signature process for timesheets

To learn more about the electronic signature process, we invite you to read this article: Client signature on timesheets.

Make sure that the signed document has been attached

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: 

CAPTURE_6_-_PProd.png 

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 :

CAPTURE_7_Blocage.png

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.

Final result when sending your invoices 

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.

CAPTURE_7_-_doc_et_pJ.png

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.

 CAPTURE_9_-_Export_fact.png

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 Capture_d_e_cran_2020-01-30_a__18.44.14.png and follow the workflow. 

Capture_10_-_Emailing_.png

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 :

Reach out to our support team

Tel : (+33) 03 62 27 61 05

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