Support & Documentation

User Guide

PDF Invoices

Section Contents

• • Overview
  • Create Invoice in PDF Format

Overview

You can create invoices in PDF format on the base of billable information shown in Billing Report (see section Billing Report for more information on the report).

Though both Billing reports and invoices contain similar data, the invoice data structure differs from the data structure of Billing Report:

• When you configure grouping options for a Billing report, you define how to group the report rows and which sub-totals to calculate.

• When you configure grouping options for an invoice, you define the information that will be shown in the invoice lines and how much detailed their description will be:

  • The first configured grouping level defines what will be shown in the invoice lines.

  • Additional grouping levels (2nd grouping level and level of details) define the information that will be shown as additional description of invoice lines.

  You can turn off both the 1st and 2nd grouping levels. In this case 'the first configured grouping level' in fact will be the details level, and invoice will contain a list of tasks.

Examples:

• If you configure data grouping options as Customers / Projects / Tasks, the invoice will contain one line for each pair 'customer / billing type' (with customer names accompanied by the related project and task names):

  Customers / Projects / Tasks	Billing Type 1 33.00 $/mh		Billing Type 2 25.00 $/mh
  	Spent	Amount	Spent	Amount
  Customer A	34:00	1122.00	49:00	1225.00
  Project A-1	23:00	759.00	26:00	650.00
  Task A-1-X	12:00	396.00	16:00	400.00
  Task A-1-Y	11:00	363.00	10:00	250.00
  Project A-2	11:00	363.00	23:00	575.00
  Task A-1-W	7:00	231.00	11:00	275.00
  Task A-1-Z	4:00	132.00	12:00	300.00

  Data shown in Billing Report

  DESCRIPTION	ITEM	QTY	RATE   ($/mh)	AMOUNT   ($)
  Customer A     - Project A-1        - Task A-1-X        - Task A-1-Y     - Project A-2        - Task A-2-W        - Task A-2-Z	Billing Type 1	34.00	33.00	1122.00
  Customer A     - Project A-1        - Task A-1-X        - Task A-1-Y     - Project A-2        - Task A-2-W        - Task A-2-Z	Billing Type 2	49.00	25.00	1225.00

  Data shown in the corresponding invoice

• If you configure data grouping options as Projects / Tasks, the invoice will contain one line for each pair 'project / billing type' (with project names accompanied by the related task names):

  Projects / Tasks	Billing Type 1 33.00 $/mh		Billing Type 2 25.00 $/mh
  	Spent	Amount	Spent	Amount
  Project A-1	23:00	759.00	26:00	650.00
  Customer A, Task A-1-X	12:00	396.00	16:00	400.00
  Customer A, Task A-1-Y	11:00	363.00	10:00	250.00
  Project A-2	11:00	363.00	23:00	575.00
  Customer A, Task A-1-W	7:00	231.00	11:00	275.00
  Customer A, Task A-1-Z	4:00	132.00	12:00	300.00

  Data shown in Billing Report

  DESCRIPTION	ITEM	QTY	RATE   ($/mh)	AMOUNT   ($)
  Project A-1     - Task A-1-X     - Task A-1-Y	Billing Type 1	23.00	33.00	759.00
  Project A-1     - Task A-1-X     - Task A-1-Y	Billing Type 2	26.00	25.00	650.00
  Project A-2     - Task A-2-W     - Task A-2-Z	Billing Type 1	11.00	33.00	363.00
  Project A-2     - Task A-2-W     - Task A-2-Z	Billing Type 2	23.00	25.00	575.00

  Data shown in the corresponding invoice

• If you configure data grouping options as Projects and turn off the 2nd grouping level and details, the invoice will contain one line for each pair 'customer / billing type' without additional details:

  Projects	Billing Type 1 33.00 $/mh		Billing Type 2 25.00 $/mh
  	Spent	Amount	Spent	Amount
  Customer A, Project A-1	23:00	759.00	26:00	650.00
  Customer A, Project A-2	11:00	363.00	23:00	575.00

  Data shown in Billing Report

  DESCRIPTION	ITEM	QTY	RATE   ($/mh)	AMOUNT   ($)
  Project A-1	Billing Type 1	23.00	33.00	759.00
  Project A-1	Billing Type 2	26.00	25.00	650.00
  Project A-2	Billing Type 1	11.00	33.00	363.00
  Project A-2	Billing Type 2	23.00	25.00	575.00

  Data shown in the corresponding invoice

Create Invoice in PDF Format

To generate an invoice follow the instructions below:

1. Select the 'Billing' option in the top-level menu 'Reports' to open the Billing Report interface.

   
   Billing Report form

2. Configure report parameters to define the information that will be included into the invoice (see section Billing Report for the general description of the report parameters).

   • If you want to create an invoice for a specific customer or project, select it in the customers and projects selector.

     If you select a customer when the option 'Show archived customers and projects...' is not selected, the archived projects of this customer will not be shown in the invoice.

   • Specify how you want to calculate working time for the invocie (configure Report type parameter) - one of:

     • Count all time reported within a date range
     • Count only the time reported for tasks completed within a date range

   • Configure data grouping options.

     If you are creating an invoice for a specific customer, you may need to group data as 'Projects / Tasks' or 'Projects':

     • 1st grouping level: 'Projects'
     • 2nd grouping level: Turned off
     • Details: 'Tasks' or Hidden

     If you are creating an invoice for a specific project, you may need to turn off the 1st and 2nd grouping levels, and keep only the details:

     • 1st grouping level: Turned off
     • 2nd grouping level: Turned off
     • Detailes: 'Tasks'

   • Specify date range for the invoice.

     Please note that actiTIME does not mark time included into the invoice as billed. Thus, be carefull when selecting the date range for your invoice to avoid the same data being included into different invoices.

3. Click 'Prepare Invoice' button to proceed to the interface for editing the invoice data.

   If you want to pre-view the data in Billing Report, you can click 'Generate Report' button, review the report data, and then click 'Prepare Invoice' link under the report.

   
   Prepare Invoice form

4. Review and edit invoice data.

   All information shown in the invoice is editable (except the auto-calculated amounts). Note that you can add and delete the invoice lines as well as add and delete the lines with taxes and discounts.

   If there are non-taxable lines in the invoice, mark them as this in the ‘Amount' column.

   Notes on discounts and taxes:

   • Discounts and taxes can be entered either as % of the invoice sub-total or as flat amounts.

     When discount is entered as a flat amount, it is evenly distributed between taxable and non-taxable invoice lines.

   • Discounts are applied to the invoice sub-total amount before calculating taxes.

     When you specify several discounts, they are calculated independently of each other.

   • Taxes are applied to the taxable part of the invoice sub-total amount after applying the discounts.

     When you specify several taxes, they are calculated independently of each other.

5. When you are ready, click 'Create Invoice' button at the bottom of the interface to get the invoice in PDF format.

   You can click this button as many times as you need. For example, you can preview your invoice in PDF format, then edit its parameters, and then create it again.

   When you create the invoice in PDF format, actiTIME saves all its parameters, except for the lines with the invoice data, and will pre-set them when you create the next invoice.