One Click Invoicing (OCI)

Introduction

You can see, edit and copy invoice templates to use in One Click Invoicing in the System administration -> Finance -> One Click Invoicing.

Description

One Click Invoicing (OCI) helps you streamline your invoices and secure high quality in your TimeLog data. You activate OCI in the top by clicking the grey slider. Then you can see and edit the basis setup of the default invoice templates that TimeLog has created for you. An invoice template decides how information from your projects is grouped on your invoices.

Default templates in TimeLog

  • Contract/Main task: This template creates one invoice per contract and groups your registrations per main task for each contract and the hourly rate allocated to the employees. This means that if you e.g. have different hourly rates on your employees working on the same task, you will see two lines on your invoice
  • Customer/Task:
    This template creates one invoice per customer across the customer’s projects and groups time registrations per task and mileage registrations on a separate line
  • Employee/Time registration:
    This template creates one invoice per project and groups the time registrations per employee, where each single registration is added to an invoice line
  • Project/Payment/Contract:
    This template creates one invoice per project and groups payments for each contract on a separate invoice line
  • Project/Employee:
    This template creates one invoice per project and groups registrations for each employee on a separate invoice line. Mileage registrations are added on a separate invoice line
  • Project/Employee/Task:
    This template creates one invoice per project and groups registrations for each employee per task on a separate invoice line.
    Mileage registrations are added on a separate invoice line
  • Project/Task:
    This template creates one invoice per project and groups registrations for each task on a separate invoice line. Mileage registrations are added on a separate invoice line
  • Project/Task/Employee:
    This template creates one invoice per project and groups registrations for each employee under each task. Mileage registrations are added on a separate invoice line
  • Project/Hourly rate:
    This template creates one invoice per project and groups registrations for each hourly rate on a separate invoice line. Mileage registrations are added on a separate invoice line

For each template you can read and edit:

  • Template name
  • The text that is added to the Invoice header on your invoice
  • The text that is added to the Invoice message on your invoice

The texts in Invoice header and Invoice message are automatically inserted on your invoices. If you do not fill them out in the template, they are filled out with the information from the invoice settings on your projects.

For each template you can see how it is build and which texts that are added to the invoices automatically. You have the option to edit the texts and use pre-defines tags that take information from the system and adds it to your invoices automatically.


Tags you can use to build your invoice lines from

For each section in your templates, you have the option to use different tags.

 Customers

  • <#CustomerName#>: Inserts customer name on the invoice line
  • <#CustomerNo#>: Inserts customer number on the invoice line
  • <#CustomerNickname#>: Inserts the customer’s nickname on the invoice line
  • <#CustomerReference#>: Inserts the customer’s reference on the invoice line

Tasks

  • <#TaskName#>: Inserts task name on the invoice line
  • <#TaskFullName#>: Inserts main task and sub-tasks on the invoice line
  • <#TaskParentName#>: Inserts the name of the main task on the invoice line
  • <#FirstLevelWbsTaskNameAndTaskNo#>: Inserts WBS no., full name and task no. from the main task on the invoice line
  • <#FirstLevelTaskNameAndTaskNo#>: Inserts full name and task no. from the main task on the invoice line
  • <#FirstTaskParentName#>: Inserts full name from the main task on the invoice line
  • <#TaskNumber#>: Inserts task number on the invoice line

Contracts

  • <#ProjectSubContractName#>: Inserts contract name on the invoice line
  • <#HourlyRateName#>: Inserts hourly rate name on the invoice line
  • <#ContractInvoicingType#>: Inserts contract type on the invoice line
  • <#ContractModelType#>: Inserts contract model on the invoice line

Employees

  • <#EmployeeFullName#>: Inserts the employee’s full name on the invoice line

Projects

  • <#ProjectName#>: Inserts project name on the invoice line
  • <#ProjectNo#>: Inserts project number on the invoice line
  • <#InvoiceMessage#>: Inserts the invoice message from the project’s invoice settings on the invoice line
  • <#ProjectPurchaseOrderNumber#>: Inserts the purchase order number from the project’s invoice settings on the invoice line. You activate the purchase order number in the system administration -> Projects -> Project module settings

Expenses

  • <#ExpenseTypeName#>: Inserts expense type on the invoice line
  • <#TravelExpenseType#>: Inserts travel expense type on the invoice line

Dates

  • <#InvoicingPeriodStartDate#>: Inserts the start date from the selected filter in the debtor list on the invoice line
  • <#InvoicingPeriodEndDate#>: Inserts the end date from the selected filter in the debtor list on the invoice line
  • <#ProjectStartDate#>: Inserts the project’s start date on the invoice line
  • <#LastRegistrationDate#>: Inserts the latest registration date on the invoice line
  • <#InvoiceableRegistrationDate#>: Inserts the registration date on the invoice line
  • <#PaymentPeriodStart#>: Inserts the payment period’s start date on the invoice line
  • <#PaymentPeriodEnd#>: Inserts the payment period’s end date on the invoice line
  • <#PaymentPaymentDate#>: Inserts the payment’s invoice date on the invoice line
  • <#MonthlyPeriod#>: Inserts monthly period on the invoice line
  • <#InvoiceableMonthYear#>: Inserts month and year on the invoice line, e.g. “April 2021”

Other

  • <#RegistrationType#>: Inserts the registration type on the invoice line, e.g. time, expense or mileage registrations
  • <#ProductNo#>: Inserts product number on the invoice line
  • <#ProductNoName#>: Inserts the name of the product number on the invoice line
  • <#InvoiceableComment#>: Inserts the comment from the registration on the invoice line

Copy an invoice template

You can create a copy of an existing invoice template, if you e.g. need it in different languages. You cannot change the structure of the invoice template, but you can adjust the texts.

  1. Click an invoice template
  2. Click the three dots next to the name
  3. Click Copy template. It adds a copy of the template in the bottom of the list, which you can work on. When you update the list, it’s added in alphabetical order after the default templates
  4. If you want to, correct Template name
  5. Enter the text that is added to the Invoice header on your invoice
  6. Enter the text that is added to the Invoice message on your invoice
  7. Enter texts for each line in the template

The texts in Invoice header and Invoice message are automatically inserted on your invoices. If you do not fill them out in the template, they are filled out with the information from the invoice settings on your projects.

Your changes in all fields saves automatically when you enter them. Did you copy a wrong template? You can delete it by clicking the three dots next to the name in the top and clicking Delete template.


Invoice template maintenance

You can maintain your invoice templates by clicking each template to make changes. You have the same options no matter which template you select.

On the top of the page you can:

  • Copy or delte the template with a click on the three dots next to the name
  • Enter Template name
  • Enter the text that is added to the Invoice header on your invoice
  • Enter the text that is added to the Invoice message on your invoice
  • Enter texts and tags for each line in the template
Last updated 02 Aug 2021