Invoices (Coming Soon)

Invoices turn billable time into a bill for a customer. You set up customers, their rates and your invoice template, then make an invoice from a customer's billable time over a range of days, send it, and mark it paid.

Hours are read from Jira as the person making the invoice: only the time Jira shows you can be invoiced.

Who can reach Invoices

Invoices are closed by default. Until an admin opens them, only Jira admins and app admins see customers, rates and invoices. The Invoices entry, in the list on the left of the app's page after My timesheet, and in a project's More menu, shows only to people who may reach it. Someone without access who opens its address sees a page that says they may not.

An app admin lets people in under App settings, in Automation permissions. The See and make invoices column takes people, groups or Everyone. A change can take up to a minute to apply. Someone taken out of a Jira group that is on the list may keep access for up to five minutes.

An open automation list never opens Invoices. Only its own column does.

While billable time is off for the site, only the app's admins reach Invoices, whatever the list says. The list is kept, and applies again once billable time is turned back on. See Billable time.

The Invoices page

The page has four tabs: Invoices, Customers, Rates and Template. Set up the customers, the rates and the template first, then make invoices on the Invoices tab.

Customers

On Customers, Add customer opens a form with:

• Name. Two customers can't share a name, whatever its capital letters or spacing.
• Address and Customer's tax number.
• Currency. The currency's ISO code, such as CAD, EUR or JPY. Every amount for this customer is in it. It can't change while the customer has rates: remove the rates first.
• Payment terms, in days. They set the due date of an invoice.
• Tax exempt: no tax on this customer's invoices.
• Taxes. The template's tax lines, or Tax lines of its own.
• Jira projects, picked from the projects Jira shows you, at most 50. The billable time of these projects is what this customer is invoiced for.
• Notes (never on an invoice).

Change edits a customer. Archive takes a customer out of the lists so that it gets no new invoice, and keeps its rates. Show archived customers lists them, and Bring back returns one as it was. Delete is offered only for a customer with no rate and no invoice, and asks first. For any other customer, archive it instead.

A site holds at most 500 customers, archived ones included.

Rates

On Rates, pick a customer to see its rates. Add rate opens a form with:

• Project: All its projects, or one of the customer's projects.
• Person: empty means everyone.
• Rate per hour, in the customer's currency, from 0 to 10,000,000, with the currency's own decimals.
• From: the first day the rate applies.

So a customer can have a default rate, a rate for a project, a rate for a person, and a rate for a person on a project. For each worklog, the most specific rate in force on its day applies: for its person and project, then its person, then its project, then the customer's. Among rates of the same kind, the one with the latest first day wins. A rate of 0, typed on purpose, is a rate.

The Today column says which rate is In force, which is Replaced, and which starts later (From a day). Change and Delete work on a rate, and a delete asks first. A site holds at most 2,000 rates.

Taxes

A customer uses the template's tax lines, or lines of its own. A line has a Tax name, a Rate (%) from 0 to 100 with up to 4 decimals, a Registration number, and Applies to: the subtotal, or the subtotal and the taxes above, for a tax that is charged on another tax. Each tax is rounded to the cent on its own. An invoice has at most 5 tax lines. Fill GST 5% + QST 9.975% fills two lines that both apply to the subtotal. The button is only a shortcut. Each site sets its own tax names, rates and registration numbers, and checks them itself. The app gives no tax advice. A tax exempt customer is charged no tax.

The template

The Template tab saves the texts and layout choices that a printed invoice will use. The site has one template. Printing is not in the app yet, so nothing applies the template to an invoice today: see Not there yet. Each text is kept as plain text.

• Your company: Company name, Address, up to 3 tax numbers, and a Contact line.
• Words on the invoice: Title, Header text, Footer text and Payment terms text. If the title is empty, the invoice uses its language's own word for invoice.
• Layout: the Invoice language, the style of Dates (written out, short, or year first), the Columns, in order (Day, Work item key, Work item summary, Description, Person, Hours, Rate and Amount, each at most once, moved up and down), Lines (one line per worklog, per work item, per person or per day), and Hours shown as decimal hours (1.50) or hours and minutes (1:30).
• Tax lines, the ones customers use when they have none of their own.

Select Save template.

Making an invoice

On Invoices, select New invoice, then:

1. Pick the customer, and the period with From and To. It starts on last month, and covers at most 92 days. The customer needs at least one Jira project.
2. Select Read billable time. The app reads the time from Jira as you, in the customer's projects, from every person Jira lets you see.
3. Read what it found. It tells you how many lines of billable time it priced, and what it left out: billable time already on another invoice, worklogs not marked billable, worklogs of more than a day, and worklogs whose work item couldn't be read. Only billable time that isn't on another invoice is offered.
4. Select Make draft.

An invoice is never made from part of the time. If Jira found more than 500 work items with time in the period, or a work item holds more worklogs than one read takes, the app refuses and asks for a shorter period. An invoice holds at most 500 lines. A period is at most 92 days.

If billable time is off for the site, there is no billable time to invoice. The page says so, and an admin can turn it on in the app's defaults. Invoices already made can still be opened, sent, marked paid and voided.

Time with no rate

Time with no rate in force on its day is listed under Time with no rate, with its work item, person, day and hours. It is not invoiced, and never at zero. Set a rate for it on Rates, then read the time again. Time whose rate is in a currency other than the customer's is listed too.

Draft, send, paid and void

A new invoice is a Draft, with no number. Open it from the list to see its lines, its subtotal, its taxes and its Total.

The states are Draft, Sent, Paid and Void. A draft that wasn't finished says so, and you delete it and make it again. A draft can't be edited: to change its lines, delete it and make it again. A sent, paid or void invoice can't be deleted.

Numbers

A number is given when you send an invoice. It is the next one after the highest given, so numbers go in order, with no gaps and no repeats. A draft has none, and a deleted draft never had one. A void invoice keeps its number. Numbers are plain: 1, 2, 3.

What a sent invoice keeps

A stored invoice keeps a copy of everything it was made from: its customer, its rates, its taxes and its totals. Each of its lines holds the work item key and summary, the person's name, the day, the hours, the rate and the amount. When you send it, it copies the customer again and keeps the template as it is then. The app does not change an invoice when rates, customers, the template or the worklogs in Jira are edited later.

If a customer's tax number or tax exemption changed after a draft was made, the draft says so. Sending keeps the draft's taxes. To apply the change, delete the draft and make it again.

A worklog is on at most one invoice that isn't void. If two people invoice the same time at once, the second is told how many worklogs were already taken.

Limits

Sent, paid and void invoices count toward the 10,000 and can't be removed in the app. A site that reaches it can make no more invoices, and the page says to ask an app admin to contact the app's makers.

Not there yet

These are not in the app today: printing an invoice or saving it as a PDF, the template applied to a printed invoice, a logo on the invoice, a CSV file of an invoice or of the list, a prefix or another form for invoice numbers, a history of an invoice's changes, and changing the lines of a draft. The app's backup doesn't include customers, rates, the template or invoices yet, and a restore leaves them as they are.

Questions about the app? Ask us in Plugincraft Support, our help center, or write to info@plugincraft.ca.