Invoicing subscriptions within TimeWriter.

Not all invoices are based on an hour invoice. As a company, you can also offer a subscription for which the customer pays a pre-agreed amount per period. That is why TimeWriter has the option of creating subscription-type tasks so that you can invoice the agreed subscriptions per period, regardless of the number of hours actually made for the customer.

This function is very useful because I can invoice all subscriptions with 1 push of a button. The program ensures that I do not forget anything but also do not invoice twice. Certainly with support subscriptions it can of course happen that more or fewer hours are made for a specific customer. Due to a periodic task I can easily create the agreed invoices without looking at the actual hours.

Create a new subscription.

To create a new subscription within TimeWriter, I go to tasks and choose a new task there. Because it is a subscription, I go to the billing tab and choose periodically. Here I can also indicate the price of the subscription and what the frequency is.

Set up and format the invoice lines

After a period, you naturally also want to make the invoices. The invoice lines can be set well with all kinds of variables so that it is completely to your liking. For that I go to the invoice settings. Here I can edit the invoice line of my task.

Here I have the choice of various user fields such as task group and various date options such as month and year. Ideal if you want to be clear on the invoice which period the invoice is about.

Because I send monthly invoices, I would like to have the month stated on my invoice line. That's why I drag% Month% to the template. In the template environment I can just type so that I can completely organize and display the rules as I would like to see them on my invoice. The fields between% symbols indicate that these are variables.

Generate orders

Now I am ready to make my invoices. My company has several customers and most customers have also taken out several subscriptions. This allows you to easily lose the overview of what needs to be invoiced to a customer. Of course you also only want to send 1 invoice per period to your customer.
Fortunately I can ask TimeWriter to generate all orders for me. Because of this I cannot forget or double invoice.

I go to Invoices and click on Generate orders. I specify the period over which I want to make invoices. Then I click on "View orders to be generated". The system now gives me an overview of all tasks and hours still to be invoiced.
By clicking on Generate these orders, the system creates the correct orders per customer. 1 order for each customer.


On the image you can see that my client "Company ABC" has 2 subscriptions. You can see the costs per subscription. This way it is clear to the customer how the invoice is structured. If everything is satisfactory, I can choose Create Invoice so that the invoice is actually created and transferred to a possibly linked accounting system.

Compare actual sales with booked time

TimeWriter has the option to calculate the turnover that belongs to a certain period. This can be very useful if you have several tasks and subscriptions with different durations with different customers. It is then good to occasionally check whether the turnover is in proportion to the hours that are spent. Often the turnover comes in a different period than the work is actually made because people pay afterwards. This report can make a calculation of the turnover that belongs to a period, regardless of the invoicing and how many hours may have already been booked.

For this I go to Reports and then I choose Periodic. I can indicate here for which period I want a report. I then get an overview with per customer which hours have already been invoiced and which turnover for those subscriptions belongs to that period. TimeWriter calculates the price per day for this and multiplies that by the number of days in the period.




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