Getting paid
Turning completed work into invoices, taking card payments, chasing what is late, and handing it all to your accountant.
From hours to an invoice
Invoices → New, pick the client, and their completed bookings are listed. Tick what you are billing for and it builds the invoice, itemised, from the rate breakdown on each booking.
It bills the hours actually worked where somebody clocked in and out, and the scheduled hours where nobody did. Both are on the booking so you can see which you are looking at.
Taking the money
Send it and the client gets it by email with a link to pay by card. They do not need an account to pay, and the invoice is marked paid when the payment clears rather than when they get back to the page.
Bank transfer is normal too, and plenty of agencies take nothing else. Mark it paid by hand and record the reference.
Card payment needs Stripe connected. Until it is, the invoice still sends and still says how to pay by transfer.
What is late
Overdue invoices are flagged automatically overnight. Invoices shows what is owed and for how long.
Handing it to your accountant
Exports. Your issued invoices come out in the format Xero or QuickBooks Online imports, for whatever date range you pick, plus a plainly labelled file with every field in it for Sage, FreeAgent, Wave or a bookkeeper.
Two things worth knowing. Draft invoices are left out, because a draft is not a sale and importing one creates a receivable you never raised. And for Xero you may need to set the account code and tax type to match your own chart of accounts; both are on the Exports page.
We do not run payroll and we do not keep your books. Both mean your country's tax rules and doing them badly would be worse for you than not doing them. What you get instead is your verified hours and gross pay as a file your payroll system imports, with clocked hours kept in a separate column from scheduled ones so whoever runs it can see which is which.
Seeing what you actually keep
Expenses is the other half of the money. Record what you spend and the page shows income from invoices really paid, what you paid your team, what you spent and on what, the profit left and the margin, for any period.
One trap: do not record what you pay staff for visits as an expense. It already comes out of pay runs, and entering it twice turns a good month into a loss. Office wages are a category there; visit pay is not.