Invoicing by discrete periods of time

Karen  Li's Avatar

Karen Li

28 Apr, 2015 03:48 AM

Hi,

My company invoices per days worked (7.5 hours per day) instead of hours worked. Is there a way that I can add a 'Days' column to the invoice? In order to get the numbers to show up properly, would I have to work an equation in that takes the hours column and divides by 7.5?

Is there a way for me to just set our billable units as 7.5 hours?

Thanks

  1. Support Staff 1 Posted by Seth B on 28 Apr, 2015 03:59 AM

    Seth B's Avatar

    Hi Karen,

    I understand that billing by “day”, setting hours in a day, and even charging a different rate for overtime is desirable for some of our customers. Unfortunately Cashboard doesn’t support any of those things automatically at this time.

    We might be able to modify the invoice template to account for “days”, as we do have some basic math functions available - as described here: http://help.cashboardapp.com/kb/document-templates/template-syntax-basics <http://help.cashboardapp.com/kb/document-templates/template-syntax-basics>

    You could setup a different invoice template for just this purpose, or modify the default one if you’ll be billing everything by “days”.

    Let me know if you’ve got further questions or need assistance.

    - Seth

  2. 2 Posted by Karen Li on 28 Apr, 2015 04:10 AM

    Karen  Li's Avatar

    Hi Seth,

    Thanks for your help.

    Can you give me an idea of what sort of functions I'd need to use? I've taken a look through that and I'm still uncertain how to write it.

    I'm not even certain how to insert another column in. Can I just edit the html_invoice or do I need to do something to the invoice_row and invoice_footer?

    Thanks again,

    Karen

  3. 3 Posted by Karen Li on 28 Apr, 2015 04:49 AM

    Karen  Li's Avatar

    I've tried adding in another column in invoice_row by using:

      <td class="numeric">
        {{ item.days | format_number }}
      </td>

    from line 16, but while that moves things over like a new column has been added when looking in html_invoice, there's no new column heading or values.

    I've tried modifying the column headings or inserting a new column heading in html_invoice but nothing happens.

        <th class="first">Item Description</th>
        <th class="numeric">Hours</th>
        <th class="numeric">Days</th>
        <th class="numeric">Price Per</th>
        <th class="numeric">Flat Fee</th>
        <th class="numeric last">Total</th>

    Not sure where I'm going wrong.

    Even if it's not possible to autofill a Day column using a mathematical function, I'd like to get a day column up so I can manually fill it though I'm not sure where I would be able to do that.

  4. Support Staff 4 Posted by Seth B on 28 Apr, 2015 05:10 PM

    Seth B's Avatar

    Hey Karen,

    After giving this some more thought - I don’t think it’ll be possible to do what you want with our current invoice setup.

    Even if we setup a “days” column based on hours in your template, the item total calculation would still be using math based on hours.

    I know this is an important feature to some clients we’ve lost along the way, and we are considering it for the future. Sorry we can’t meet your needs currently.

  5. 5 Posted by Karen Li on 30 Apr, 2015 12:46 AM

    Karen  Li's Avatar

    Hi Seth,

    Even if I can't put in a column for days, would it be possible to add a note in under each billable item so I can manually put in the amount of days worked?

    We can work out the hour cost by dividing the cost of a day by number of hours we work per day so that's fine, I'd just like options where I can note the amount of days worked.

    Thanks!

    - Karen

  6. Support Staff 6 Posted by Seth B on 30 Apr, 2015 01:04 AM

    Seth B's Avatar

    You can certainly do that in the ‘description’ field of each invoice line item - no problem.

    --
    seth @ subimage llc
    http://subimage.com

  7. 7 Posted by Karen Li on 30 Apr, 2015 01:08 AM

    Karen  Li's Avatar

    Is the description field the one beneath the invoice item because when I enter something there and click save, it just deletes it. When I go back into the editable invoice, any notes in that field just disappear.

    Is there a way to put in a days column and automatically calculate it as hours/7.5?

  8. Support Staff 8 Posted by Seth B on 30 Apr, 2015 01:29 AM

    Seth B's Avatar

    Yes, that field. Are you also using Internet Explorer on Cashboard, as you are on this forum?

    Can you explain a bit more about "not saving"? Is that entire item not "saving", or does that field just disappear? If either of those things are happening, then that's a bug we need to look at.

  9. 9 Posted by Karen Li on 30 Apr, 2015 03:11 AM

    Karen  Li's Avatar

    I am using internet explorer.

    The field just disappears.

    I put something into the description field and hit save. When it exits back to the invoice, there is nothing under the invoice item (see image). From there, when I go back into the editable page, there is nothing in the description field so all changes have been lost.

  10. Support Staff 10 Posted by Seth B on 02 May, 2015 12:38 AM

    Seth B's Avatar

    Karen, my deepest apologies about the delayed response. Currently traveling to deal with some family health issues.

    I’ve added this invoice with a description field:

    https://biolink.cashboardapp.com/provider/invoices/show/225 <https://biolink.cashboardapp.com/provider/invoices/show/225>

    It’s just a test, but you can see that it’s saving. I can verify that saving the description field works in Google Chrome, Firefox, and Apple Safari.
    I will be able to get to a test machine with Internet Explorer hopefully this evening to determine if there is indeed a bug there.

    I also added the “days” column to your default invoice template, as requested. It’s calculating your days as 7.5 hours. If you’d like a modification to that template, please let me know.

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