Demystifying Invoicing with the PK4 TimeTracker: A Comprehensive Guide

You’ve done the work, you’ve tracked the time, now you’ve got to bill for it. But invoicing is tedious and time-consuming. Now, it doesn’t have to be.                  

With the PK4 TimeTracker Invoicing Add-On, managing your invoicing workflow becomes a seamless and efficient process. Let’s look at how the add-on helps you get invoices out the door in minutes, with very little human effort. 

Invoicing Made Simple

The PK4 TimeTracker Invoicing Add-On offers a streamlined approach to invoicing, automating various stages of the process for maximum efficiency.

1. Time Tracking and Project Setup: Team members track their time to projects using PK4 TimeTracker. All tracked time is automatically available in for invoicing.

2. Approval of Time Entries: PK4 TImeTracker can be configured to send out emails to Managers (internal or customer managers) at pre-scheduled times. These emails have the details of the time entries for all the Users that report to them. In addition, if TimeTracker users have attached screenshots of time entered on other systems, then those screenshots are also sent out as Attachments with the email as proof of work done. Managers can Approve the time entries by replying to the email with one of several simple words. That’s it – that causes all attached time details to be marked Approved.

3. Invoice Generation: Based on the tracked time, the Invoicing Add-On automatically generates professional invoices at specified intervals. Invoice templates can be set up as Salesforce Email Templates. You can add your logo, customize invoice templates, and include additional details such as payment terms and project summaries. These invoices include all billable hours and materials associated with the projects, ensuring accuracy in billing.

4. Editing and Review: Before sending out invoices, users have the flexibility to review and change them as needed. Whether it’s modifying invoice details or adding free-form line items, users can tailor the invoices to meet business requirements.

5. Email Integration and QuickBooks Sync: The system seamlessly integrates with email templates within Salesforce, allowing users to send out invoices directly from the platform. Additionally, integration with QuickBooks Desktop ensures that all invoices are synced across platforms, eliminating manual data entry and saving time.

Enhanced User Experience

The PK4 TimeTracker Invoicing Add-On offers a user-friendly experience with intuitive features designed to enhance productivity:

1. Dedicated Salesforce Tabs: Users have access to dedicated Salesforce tabs for managing invoices and collections. These tabs provide a clear overview of invoice headers, collections, and related reports, simplifying navigation and data management.

2. Automatic Tax calculations: There are configurable tax rates that you can set up for your organization. Taxes will be automatically calculated on all invoices, based on the rates set up.

3. Real-time Editing and Recalculation: Users with access to manage invoices can edit header values, line-item details, and collections in real-time. Any changes made are automatically recalculated, ensuring accuracy in invoicing.

4. Flexible Sending Options: Users can choose to send invoices as planned or make adjustments to the sending schedule based on client preferences. This flexibility allows for better control over the invoicing process.

5. Professional appearance:  You can change the invoice templates to include your colors, logos and field placements. Emails are sent to customers from a dedicated Accounting Email ID in your business domain.

Benefits of Using PK4 TimeTracker for Invoicing

Now that we’ve explored how invoicing works with PK4 TimeTracker, let’s highlight some of the key benefits:

1. Time Savings: By automating the invoicing process, PK4 TimeTracker helps you save valuable time that can be better spent on client work or growing your business.

2. Accuracy: With built-in time tracking features, PK4 TimeTracker ensures accuracy in billing, reducing the risk of errors and disputes with clients.

3. Professionalism: The ability to customize invoice templates and add branding elements elevates the professionalism of your billing process, enhancing your reputation as a reliable service provider.

4. Insights and Reporting: PK4 TimeTracker provides valuable insights into your time usage and project profitability through comprehensive reporting tools, empowering you to make informed business decisions.

Coming Soon

This is what we’re working on now!

• Invoice against other top-level Salesforce objects, not just Projects
• Enhanced filtering options for invoicing based on billable time or specific accounts.
• Support for multiple invoice templates and embedded PDF invoices for added customization.
• Integration with additional accounting systems such as QuickBooks Online, NetSuite, and more.

Licensing and Pricing

The Invoicing module is available as a paid add-on to PK4 TimeTracker, with users requiring a paid license to access generated invoices and collections. Only users needing to access the Invoicing functionality need the paid Add-On. Integrations such as QuickBooks Desktop are available too, offering flexibility to tailor the platform to your business needs.

Conclusion

With the PK4 TimeTracker Invoicing v1.0 Add-On, invoicing becomes a hassle-free process that saves time and enhances efficiency. From automated invoice generation to seamless integration with accounting systems, this tool offers everything you need to streamline your invoicing workflow and focus on growing your business. Go ahead, give it a shot and let us know how it goes.