Invoicing shifts in the Koho system
This instruction explains how to invoice the customer for shifts in Koho. The guide explains where to find billable shifts, how to check unconfirmed hours and how to create an invoice for shifts. With the help of the instructions, you can ensure that not a single hour of work is accidentally left uninvoiced.
Content of the instructions:
Who can invoice shifts?
Invoicing shifts is possible if you have the right to do so. Invoicing can be done by:
Administrators
Timesheets who have been given billing access
If you don't see the billing-related views, check with your organization's administrator.
Where can I find billable shifts?
The location of shifts depends on your role and your company's settings:
As an administrator:
Go to the Management view.
Open the Invoices or Projects tab.
What does the list of unbilled shifts look like?
You'll see a table where each row represents a customer project. The line shows:
Customer and project name
Hours completed and confirmed
Unconfirmed hours (in blue)
Billable amount (€)
Sum of products attached to shifts (€)
A red icon in front of the project name indicates that the customer has an unconfirmed invoice to which you can add hours.
How do I filter and find the right shifts?
You can crop the view, for example:
Date
By employee
By customer or customer group
Filters can be found at the top of the view. Click the blue icon to save your frequently used search terms or clear your selections.
You can also see general information about the shifts on the "Unconfirmed" page in the graph below.
Billable | The number of billable hours recorded for the task (billed on an hourly basis. |
Non-billable | The number of hours recorded for the contracted task (billed in some other way than on an hourly basis). |
Unconfirmed | Users have unconfirmed hour entries in the Shifts section. |
Graph | The graph shows the number of "Billable" entries in relation to all entries (billable + non-billable). |
Billable € | Invoiceable euros for the time entries to be processed and the euro amounts of products added to the contracted hour entries and products in express stores. |
Fixed, not accepted € | Invoiceable euros added to the project plan stage. |
Logging icons
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Icon | Key | Attention |
|---|---|---|
Triangle | Observation on the time record | Announces the following, among others; the employee's attention marked the shift to the invoicer, the price is missing from the hour entry, the invoicing method of the hour entry differs from the invoicing method of the task |
Red banknote | The customer has unconfirmed invoices | You can add the shifts to be processed to the invoice, However, it is recommended to make your own invoices for each project and a consolidated invoice at a later invoicing stage. |
Handshake | The customer has recurring contract invoicing | The agreement must be aligned with the project for the icon to appear |
Red arrow | There are more internal hours than billable hours | |
Green arrow | There are more billable hours than internal hours | |
Percent | The share of budgeting used for the project |
How do I confirm missing hours?
Not all hours are directly billable – they must first be confirmed.
In the table, click the "Unconfirmed" link.
A matrix opens showing the unconfirmed hours per week by employee.
Click on the cell to see which shifts are missing – and Verify them if necessary.
Important
If you approve hours from this view, the employee's 'Shifts' view will automatically switch to the 'Approved' status. Ensure a common way of working in your company and agree on the rules of the game so that employees do not wonder why their hours are approved without them confirming them themselves.
How do I invoice for shifts?
Select the shifts you want to invoice by ticking the lines.
Press the "Invoice" button.
Choose what to do with the shifts:
Add to invoice (new or existing invoice)
Archive (if it is e.g. a contract job)
The invoice will be moved to the Invoices tab to wait for approval and sending.
Read more
Are you interested in how to send an invoice? Lue lisää tästä.
N.B
If you delete an invoice, the hours it contains are returned to be invoiced back to the Projects view. Delete shifts only by clicking the Delete button on the edit form.
Mikäli sinulla herää kysymyksiä, voit olla yhteydessä Kohon asiakaspalveluun sähköpostitse osoitteessa: asiakaspalvelu@kohosales.com, voit myös halutessasi jättää arvostelun artikkelille alapuolelta.