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”.

expense_tax

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:

new_homepage

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.

overtime_rule_weekly

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.

Export self billing invoices into Xero

Now you can export your self billing invoices as well as your client invoices into your Xero accounts. To perform an export, follow the same steps as you would with client invoicing, i.e. on the Self Billing page, click on Export in the left hand toolbar, and then select Xero. You will be automatically redirected to Xero to authenticate Timesheet Portal to allow access to your Xero account. After the process is complete, you will receive an email with the results of the export.

Filter by project category during invoice creation

If you make use of our automatic invoice generation feature, which allows you to automatically create invoices from timesheets, you can now filter by project category as well. This may be useful if you have different rules for invoicing and want to run your automatic invoice generation in separate batches. To see this in action, look for the Project Category filter on the top-right after clicking Generate Automatic Invoices from the Client Invoicing page.

Control charge rate visibility on timesheets per client

Previously it was only possible to define whether charge rates for a job are shown or not for all approvers. For those of you who are not familiar with this, it is a setting in Timesheet Settings which when enabled, will show all the active job rates for a job on the approver’s screen when approving a timesheet.

You can now control this on a per-client level, by editing the client record and looking for the charge rates visibility setting in the Timesheet Options section of the Main Details tab. This is the second option as per the screenshot below:

charge rates visibility

Expense module updates

  • Added a setting to allow you to prevent the end-user from changing the mileage rate. You can access this new setting in Settings->Expenses.
  • Added a Total Miles/Km on mileage expense forms to show the total miles being claimed for in a single expense form.

 

Record separate billing address and organisation name for your clients

Sometimes your client may require you to bill them to a different name and address which could result in it being difficult to identify your client on our system, so we have added a new section to allow you to record a billing organisation name as well as a billing address. The primary organisation name and address are seen on all parts of the system except for client invoicing, where the billing name and addresses are used instead. To configure a billing address, edit/create a client record, and click on the Invoicing tab, where you will see the appropriate fields. You can also configure the system to use the same billing address as the primary address so that you don’t need to update it separately.

client_billing_name

Convert man-days into quarterly units

Previously we provide you with the ability to convert a threshold of hours worked into a half or a full man day. We’ve now added the ability to convert into a quarter and 3 quarters of a man day. Making use of this feature requires you to provide a minimum number of hours required to charge out time into either 1/4, 1/2, 3/4 or a full man day. To enable man-days calculation or change the existing hour threshold of an existing man-days rate, go to Settings->Rate Codes & Units and edit the rate code. Ensure you tick Convert hours to man-days and fill in the hour threshold values below.

mandays