Specify decimal places for invoicing

When timesheets are submitted with time that produces recurring decimals, this can result in rounding issues in invoices. For example, 10 minutes expressed as a decimal number is 0.166666666… Previously when generating invoices, our system would round up each time entry to 2dp when adding up the invoice items. So the 10 minutes would be converted to 0.17. Thus if there were 6 intervals of 10 minutes, we would calculate 6 * 0.17 = 1.02 hours (or 1 hour and 1.2 minutes). The effect would become greater when invoicing over a monthly period as there would be more entries rounded, and would result in invoices being charged a little more. The differences charged are usually negligible compared to the overall value of the invoice and rounding variations are usually accepted by end customers. Our previous recommended solution was to apply the 15 minute rounding rule, so that time cannot result in a recurring decimal. This solution however wasn’t always one that could be applied by some of our customers, so we have now modified the invoicing to minimise these errors. Instead of rounding each time entry to 2dp, we allow you to specify the number of decimal places to round the time entry, and then only after we have added all the individual time entries to the invoice item, we round the item itself to 2dp. Thus is you keep default of 4dp, we would calculate 6 * 0.1667 = 1.0002, rounded to 1.00, ensuring consistency in the final value. Simple!

Mandatory expense receipts

You can now enforce a requirement for uploading expense receipts, either set as a blanket rule for all expenses, or configured per expense category. When the rule is applied, users cannot submit their expense forms until a receipt is attached to the relevant expense entries.

To set the rule to apply for all expenses, go to Settings->Expenses, and tick All expense entries must have a receipt attached before submission.

To set the rule to apply for an individual expense category, go to Settings->Expenses, and then select Expense Categories in the left hand toolbar. Edit one of the categories, and tick Force expense forms with this category to have attached receipts on submission.

Easier navigation on projects and tasks page

To allow easier navigation, we’ve added a back button on the top of the projects page, so that when you click on the Tasks link to view all the tasks for a project, you can easily go back to the previous view without having to click on the menu again.

project back

We’ve also added a direct link to edit the assigned employees to a project or task.

assigned employees

Send emails to expense submitter when their expense is paid

It is now possible to have an automatic email sent out to the expense submitter whenever you mark one of their expense forms as paid. To turn this on, please go to Settings->Notifications, and look for the notification in the expenses section. You can also edit the email contents by clicking on Edit Email on the right hand side here. The emails are sent automatically as soon as you set the paid date on the expense form.

Various enhancements to expenses

We’ve added the following enhancements to the expenses module:

  • Added number of receipts field to expense summaries report
  • Added paid date field to expense form PDF download
  • Made cosmetic adjustments to the expense form PDF for a neater and cleaner layout
  • Added ability to upload receipts for mileage expense forms

Self billing remittance advice emails

Let your contractors know when they’ve been paid! Turn on this new feature by going to Settings->Self Billing and tick “Send an email to the contractor when one of their invoices is set as paid”. You can configure the email template so that is branded and includes all the details of the invoice and the payment.

Automatically create self billing invoices for expenses

You can now have self billing invoices automatically created whenever an expense form is approved. This will mean no need to for any manual self billing generation as you can have invoices produced for both timesheets and expenses. To enable this, please go to Settings->Self Billing and tick “Auto create invoices when an expense form is approved”. 

Automatic tax calculation on expenses

You can now make your expenses tracking more robust by ensuring correct tax rates and amounts are applied to expenses according to their categories.  When this feature is enable, you can set a tax rate for each expense category, which is then used to automatically populate the expense tax field with the calculated amount. To enable this feature, please go to Settings -> Expenses, and tick “Vat is calculated automatically based on the expense category”.


Auto-increment codes

It is now possible to have automatic codes for clients, projects, tasks and employees, using our new auto-increment feature. To configure this, please go to Settings->Account and look for the auto-increment for each relevant record type. You may also define a prefix, so for instance employees can have code EMP1, EMP2, etc, and projects have PROJ100, PROJ101.

More accurate utilisation report

We’ve upraded the employee utilisation report so that it now takes into account an employee’s true working hours including public holidays. Previously the calculation was a simple [time worked] / [contracted time per week] which meant you always to run reports using the same time grouping as you set the contracted hours. We now calculate an accurate figure for the total available working time during the time period, which means you can run utilisation reports over a week, month or any time range, and take into account public holidays. For example if Monday is a public holiday and a person is configured with 40 contracted hours per week, if they work 32 hours in the week, this previously would calculate as 80% utilisation, whereas now it will be calculated as 100%.

New layout for recruitment homepage

The recruitment platform home page & menu items have undergone some changes to better reflect typical workflows of our recruitment agency clients. These changes are based on user feedback, however if you feel we have got it wrong, please do let us know if you have any suggestions. We apologise if initially it takes you some time to learn where the icons you are used to using have moved to, but we hope that once you have located them all, you will find it makes a lot more sense and is more intuitive.

Please see screenshot below of the new change:


Automatic overtime calculation

Allowing your employees or contractors to work out their overtime can lead to human error and ultimately cost you money. That’s why we have now introduced automatic overtime calculations. To make use of this new feature, create a new rule in the Settings->Overtime menu, and then edit your employee’s profiles and set their overtime rule from the Main Details tab. When time is submitted, it will automatically work out whether any overtime is to be applied or not, based on the total hours worked during the week. Reports which show the split between standard time and overtime, and the timesheet will continue to display the original recorded time. To view the full breakdown of the overtime conversion, you will need to download the timesheet PDF using the download link on the timesheet, and this will show the recorded time and calculated time in separate section.


A new page for approving leave bookings

Previously leave bookings were approved on the same page used for checking existing leave bookings. To provide a cleaner interface, we have moved the approval into a dedicated page in the Leave Bookings section. To access your previously approved or outstanding leave booking approvals, click on Approve Leave in the left hand toolbar.