Time & Materials Invoicing

Editions: All (Except AEC)

Plans: Growth,Pro,Enterprise

Selecting Time, Expenses & Purchase Invoices to Invoice

If a project has been setup as a Resourced Time & Materials (RT&M) or Pure Time and Materials, you will have the option to select timesheet entries, personal expenses, and purchase invoices to be billed and included on the sales invoice to the client.

When you click Approve on an invoice you will be presented with the Choose The Time You Want To Carry Forward, Bill or Write Off page to make these decisions.

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The entries shown on this screen will display all timesheet entries, expenses and purchase invoices that have not yet been invoiced or written off.

In this section the time entries are grouped together by user and sorted in chronological order. Each individual user has a subheading that allows the selection of time entries in bulk, and you can also use the tick-boxes in the WIP Summary row to select everything in the column, this is especially helpful if you have multiple months of data. The task that this time applies to is also displayed beneath the users name.

WIP

All time on the project will start off marked as 'WIP' (Work in Progress). Leaving or marking timesheet entries as WIP allows these timesheet entries to be retained against the project until you make the decision whether to invoice these entries onto the client, or select them to be written off.

To mark entries as WIP yourself, simply tick the WIP box next to the applicable entries. There is also the ability to 'select all' time entries by checking the box in the blue user subheading.

Bill

To select time entries to bill, simply tick the box alongside each entry that you'd like to include on the invoice. Alternatively, if you would like to include all entries you can use the tick-box under 'Bill' in the WIP Summary header or on each individual user via the tick-box next to their name.

The Hours To Bill number boxes give you the option of manually overriding the number of hours you would like to bill.

If you reduce the number of hours to bill by selecting the number and manually updating this, the remainder of the hours will be written off and you will see this value show in the Write Off column.

In the screenshot above for example, if you manually update the 9.25 hours to bill to 8 hours. The 8 hours will then be included on the invoice and the 1.25 hours will be written off, as can be seen below.

If you require days to be billed in full or half-day units, you can use the handy checkbox above the 'Hours To Bill' text in the blue header. Hovering over the 'arrow' icon provides a useful tooltip with further details as to what this function does.

You can also easily see whether time entries have been marked as Additional time and if they haven't yet been approved. You will see this information via blue and yellow circular icons next to the timesheet entry date.

Blue indicates the timesheet entry has been marked as 'Additional Time' and Yellow indicates a timesheet entry that has not yet been approved, if you use Timesheet Approvals in your CMap.

Note: The yellow circular icon will not display if you do not have the Timesheet Approval feature enabled in your CMap instance.

Write Off

You now have the ability to write off time. To select time to be written off, select the Write Off tick-box option next to the relevant timesheet entries. You can use the tick-box in the blue user header to bulk select timesheet entries by person or the tick-box in the WIP Summary row will select everything to be written off. 

WIP To Carry Forward, To Be Billed & Write Off

You can easily see the totals for the WIP To Carry Forward, Time To Be Billed & Time to Write Off, these values will automatically update when the relevant checkbox is selected against each time entry. 

Please Note: Once time entries have been fully written off they cannot be recovered, even if the Invoice is credited. Only time which has been part-written off on an invoice will be returned to the project when the invoice is credited, as CMap needs to return the full value of the time billed back to the project after crediting. 

Billing Personal Expenses

If you would like to include personal expenses on the invoice to the client, use the dropdown box alongside each expense item. If you select the items as Charge this will include the expense item on the invoice. If you do not want to bill the expense item on you can change the dropdown to No Charge.

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Billing Purchase Invoices

If there are purchase invoices that you need to bill onto the client, these will be listed at the bottom of the screen.

To bill the purchase invoice you simply tick the Billable box next to the item(s). Once a purchase invoice has been billed it will no longer be available for future invoices.

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Once you have specified the time entries, expenses and purchase invoices you wish to invoice, click the 'Approve for Creation' button. If you have chosen to bill time entries that are not yet approved a prompt will be displayed.

As detailed in this prompt, if you select the approve option any timesheet entries that are awaiting approval will be automatically approved.

Invoice Creation Page

When you are taken through to the Invoice Creation page, you can see the split between your Fees and Additionals on an individual line by line basis. In the example below, you will see we have chosen to bill time entries totaling £1,450, an expense of £45 and a Purchase Invoice of £1,250. Each is allocated its own individual line. My total invoice value is £2,745 + Tax. 

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A Fees line will only appear and be editable if you have selected at least one timesheet entry from the 'Choose The Time You Want To Carry Forward, Bill or Write Off' page. If there are no timesheets on the invoice, you won't be able to add a new line for 'Fees' on the Invoice Creation page. 

If you manually update the Fee amount by clicking the pencil icon, therefore causing the value of the invoice to not match the value of the time selected on the prior page, an auto adjustment is added to write off/write up the time when you create the invoice, and CMap will prompt you of this. 

Crediting T&M Invoices

To credit an invoice, you will now see a 'Credit' Button next to a created invoice and you can no longer add a manual credit by entering a negative value in the Invoicing page. This means that when T&M Invoices are now credited in CMap, all transactions associated with that original invoice are returned to the project ready for you to be able to invoice them again, or write them off. 

Please find a Video detailing the Time and Materials Invoicing in further detail located here: - Time and Materials Invoicing