Invoice scheduled or used time?

How do I set up customer invoices in the add-on module Invoice Calculation?

If invoices are to be exported from CleanManager to an economic system, the administrator must choose whether customers are billed for the tasks based on the Scheduled or Used time.

Scheduled time is defined as the time that is scheduled for tasks in the calendar. Whereas, the used time is the time that is registered as actual working time for a task. (This can be registered at check-in and check-out in the app or in the web system by Employees, Supervisors, or Administrators).

This setting depends on the agreements with customers.

If working hours at customers often vary and billing is agreed on a flexible time level, it is possible to create billing based on the Used time of employees.

If the billing is dependent on previously agreed subscription prices, where the invoice is based on the previously agreed fixed prices, it is best to put the setting with the Scheduled time for invoices.

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Invoice scheduled or used time?

This setting gives the administrator the possibility to bill customers based on the scheduled or used time for a task.

To set up this setting, go to:

Settings > General settings > Invoice Calculation

The Scheduled time is based on the time assigned to the individual task in the calendar. Typically, this will coincide with the agreements with the customers.

If the customer, where the work is done, is expected to be billed based on only the scheduled work time, this setting is used.

The system will then export the hours based on the planned work entered for the tasks in the Working hours in total field of the individual task:

Used time consists of the time, which is being registered by the employees on every task (and then approved by the Supervisor / Administrator).

If employees are expected to work, and customers are billed, with some flexibility in terms of time limits on work assignments, this option should be selected.

This results in customers being billed based on potential changes in terms of time used for a task. The customers will be billed with the time registered to the individual tasks: