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User Guide

User Guide

Owned by Wesley Mooiman (Unlicensed)
Last updated: 12-54-2015

On this page:

Clients

With SLA Invoice Manager you can manage all your clients in one overview.

 

Creating a Client

To create a new client:

  1. Log in as a user that is a member of the group configured as Contract administrator
  2. Choose Clients & contracts
  3. In the top right corner select the button 'Create client'
  4. Enter the name of the client
  5. Select 'Save'

Editing a client

Once a client is created, it's name can easily be updated with the following steps:

  1. Log in as a user that is a member of the group configured as Contract administrator
  2. Choose Clients & contracts
  3. Click the 'edit' button in the corresponding row
    client edit button
  4. Change the Client name
  5. Select Save to store the changes or,
  6. Select Cancel to restore the original value and return to the overview

Deleting a client

In order to be able to delete a client you must first delete any related data (contracts, invoices). To remove a client:

  1. Log in as a user that is a member of the group configured as Contract administrator 
  2. choose Clients & contracts
  3. Click the 'delete' button in the corresponding row
  4. Select Delete to confirm and delete the client or,
  5. select Cancel to return to the overview

Contracts

With SLA Invoice Manager its possible to create contracts for your clients.

Invoicing periods

A contract is divided in invoicing periods, an invoicing period is a period in the contract where a certain amount of work is done for the client and invoiced.

Its possible to create a contract for following periods:

  • Monthly
  • Quarterly
  • Per 6 months
  • Annually

An example:

If you have a contract starting from  till  and Monthly as invoice base, four invoicing periods will be created.

Period one from  till  

Period two from   till  

Period three from  till  

Period four from   till  

Your client will see a section called Invoicing period in his ticket. Here he can see how many time has been spent on his issues and how many time he has left inside the current invoicing period.

If the client exceeded the invoicing period the following will be displayed for the contract

Creating a Contract

A contract contains the following properties:

JQL

JIRA query language, used as issue filter for the contract.

Make sure that your JQL filter has no overlap with other contracts.

Contract type

The type of contract (fixed price, hour based)

Start date

The start date for the contract

End date

The end date for the contract

Invoice base

The period used to create the invoicing periods (from start date till end-date)

Base fee

Fixed price charged per invoicing period

Hourly rate 

Cost per hour inside contract (available for Contract type hour based)

Rate outside contract

Cost per hour outside contract (available for Contract type hour based)

Hours included

Hours included in contract (available for Contract type hour based)

Rounding factor

Minimum number of minutes, spent on a issue. E.g 3m -> 15m

To create a new fixed price contract:

  1. Log in as a user that is a member of the group configured as Contract administrator
  2. Choose Clients & contracts
  3. Click on the row from the client
  4. In the top left corner select the button 'Create contract'
  5. Select Fixed price
  6. Click the Next button
  7. Enter the JQL you want as issue filter for the contract 
  8. Use the date picker to select a start date
  9. Use the date picker to select a end date
  10. Select the invoice base
  11. Enter the base fee
  12. Fill in the rounding factor
  13. Select Save or,
  14. Select Cancel to close the dialog and return to the overview

To create a new hour based contract:

  1. Log in as a user that is a member of the group configured as Contract administrator
  2. Choose Clients & contracts
  3. Click on the row from the client
  4. In the top left corner select the button 'Create contract'
  5. Select Hour based
  6. Click the Next button
  7. Enter the JQL you want as issue filter for the contract 
  8. Use the date picker to select a start date
  9. Use the date picker to select a end date
  10. Select the invoice base
  11. Fill in the base fee
  12. Fill in the hourly rate
  13. Fill in the rate outside contract
  14. Fill in the hours included
  15. Fill in the rounding factor
  16. Select Save or,
  17. Select Cancel to close the dialog and return to the overview

Deleting a Contract

To delete a contract:

  1. Log in as a user that is a member of the group configured as Contract administrator
  2. Choose Clients & contracts
  3. Click on the row from the client you want to view
  4. In the top left corner select the Contract you want to view
    client contract overview
  5. In the top right corner select the button 'Delete contract'
  6. Select Delete to confirm to delete the Contract or,
  7. Select Cancel to close the dialog and return to the overview

Terminate a Contract

If you want to terminate a contract before its original end date you can change the end date with the Terminate option.

To terminate a contract:

  1. Log in as a user that is a member of the group configured as Contract administrator
  2. Choose Clients & contracts
  3. Click on the row from the client you want to view
  4. In the top left corner select the Contract you want to terminate
  5. In the top right corner select the button 'Terminate contract'
  6. Use the date picker to select a new end date

  7. Select Terminate to confirm the new end date for the contract or,
  8. Select Cancel to close the dialog and return to the overview

Hour management

Approving hours

To approve hours:

  1. Log in as a user that is a member of the group configured as Manager
  2. Choose Approve hours
  3. Press on the contract to start approving hours.

  4. Select the worklogs you want to approve

  5. Enter the time you want to invoice (default set to time spent)
  6. Select Approve to confirm and approve the hours or,
  7. Select Cancel to close the dialog and return to the overview

Disapproving hours

To disapprove previously approved hours:

  1. Log in as a user that is a member of the group configured as Manager
  2. Choose Approve hours
  3. Click Disapprove on contract row in the previously approved section.

Invoices

Generating an Invoice

To generate a new invoice:

  1. Log in as a user that is a member of the group configured as Financial administrator
  2. Choose Generate invoices
  3. Press on the contract to generate an invoice

  4. Select the hours and bundles you want to invoice

  5. Select Generate to confirm and generate an invoice or,
  6. Select Cancel to close the dialog and return to the overview

Deleting an Invoice

To delete a invoice:

  1. Log in as a user that is a member of the group configured as Financial administrator
  2. Choose Clients & contracts
  3. Click on the client you want to view
  4. In the top left corner select the Contract you want to view
  5. Click on the invoice you want to view

  6. In the top right corner select the button 'Delete'
  7. Select Delete to confirm and delete the invoice or,
  8. Select Cancel to close the dialog and return to the overview

Printing an Invoice

There are two printing options available:

Print for client

This option can be used if you want to print an invoice for a client. This option hides fields that the client doesn't need to see. The following fields will be printed:

  • Type
  • Ticket
  • Date
  • Time to invoice
  • Cost

Print full

If you want to print a invoice for the administration you can use this option. The following fields will be printed:

  • Type
  • Ticket
  • Date
  • Time to invoice
  • Time contract
  • time spent
  • By
  • Cost

To print an Invoice: 

  1. Log in as a user that is a member of the group configured as Financial administrator
  2. Choose Clients & contracts
  3. Click on the client you want to view
  4. In the top left corner select the Contract you want to view
  5. Click on the invoice you want to view
  6. Click on one of the two print buttons in the top right corner (depending on the type of print you want)

  7. Print the invoice

Generating a CSV

Its possible to generate a CSV file for an invoice. 

To generate a CSV file:

  1. Log in as a user that is a member of the group configured as Financial administrator
  2. Choose Clients & contracts
  3. Click on the client you want to view
  4. In the top left corner select the Contract you want to view
  5. Click on the invoice you want to view
  6. Click on one the button CSV in the top right corner to generate a CSV