Contract Billing Software Tutorial

Getting Started

Add Clients

First, add records for any clients you freelance or contract with. You’ll need an existing client record before creating a timesheet or invoice for that client.

This screen is used to manage client records for all freelance or contract work. Users can add, edit, and delete client records as needed to ensure that client information remains accurate and up to date. A client record must exist in the system before any related timesheets or invoices can be created. Maintaining complete and accurate client records supports proper tracking of work performed, ensures correct association of billable hours, and enables the accurate generation of client-specific invoices.

Create Invoices

Step 1: Before entering a timesheet for the hours worked on a specific client project, you must first create an invoice.

Step 2: The invoice should detail the billing period and specify the applicable hourly or fixed rate.

Step 3: Once the invoice is created, you can proceed to enter the corresponding timesheet, ensuring proper alignment for billing and record-keeping.

Once an invoice is created, a corresponding timesheet is automatically generated for the dates specified within the invoice’s start and end date range.

An invoice can be updated to modify the date range, billing type (fixed or hourly), and billing rate (fixed or hourly). If the billing type is set to hourly, the system automatically calculates the billable amount based on the total regular and overtime hours entered in the timesheet. If the billing type is fixed, the system uses the pre-established fixed amount specified in the invoice setup. This ensures that the billing amount is accurately calculated according to the chosen billing structure.

Managing Timesheets

Once an invoice is created, a corresponding timesheet is automatically generated for the dates specified within the invoice’s start and end date range. You can then enter the hours worked for each specific date, including regular hours and any overtime hours. Entering the hours allows for precise tracking of the number of hours spent on a project within a particular period. The system automatically calculates the total hours and amount based on the entries made, ensuring accurate reflection of both standard and overtime hours. The timesheet is always tied to a particular invoice to ensure error-free billing.

Adding Payments

Payments received for billed invoices can be recorded in the system by entering each payment received against the invoice it was paid for. This allows you to track the payments against the corresponding invoices, which also allows you to see which invoices have been paid, and which have not.

Tracking Passwords

This software also includes a password management feature. The passwords stored in this software are stored in a local database, which you ONLY have access to. In addition, the password are stored using multiple levels of encryption, making it close to impossible for someone to hack these passwords if they don't have access to your account credentials.

Printing Invoices and Timesheets

From the timesheet screen, click the Edit Invoice button to choose the timesheet you want to print. Then, click the Print button to preview the invoice or timesheet in its printable format. Finally, click Print again to send it to a printer or save it as a PDF.

Note: If the invoice covers two months, it will be printed in a line-item format. If it’s for a single month, the invoice will be displayed in a grid format, showing the week and days of the week, with the total hours listed below each day.