Various products and services can be invoiced in Leadtime. The most common approach in the service sector is the billing of working time. In Leadtime, this is done on the basis of tickets.

The basic principle is as follows: A company has customers; it carries out projects for the customers. Each project consists of many smaller issues that the company solves for the respective customer. A ticket is created for each issue; the employees complete the task and book their working hours on the ticket. The total number of working hours on a ticket is then multiplied by an hourly rate and invoiced to the customer.

This text uses a specific example to describe the entire process in detail - from processing and closing a ticket to the final invoice.

Leadtime organizes projects and tasks in a clearly defined data structure. The billing system uses this structure to bill services automatically and accurately.

Each organization in Leadtime can comprise several projects. These are either:

In this text, we look at ongoing projects, i.e. projects where the customer repeatedly submits requests that we have to solve and ultimately bill.

Projects contain tickets. A ticket is created for each customer request. The customer can do this themselves if they have access to the Leadtime platform, but it can also be done by an employee - for example, if the customer has contacted us by phone or email.

All tickets that are currently being processed are displayed in the "Tasks" tab in the customer project. However, these can only be invoiced once they have reached the "Closed" status.

In this example, the ticket with the ID 1296 was finally closed after intensive processing. As soon as the status of the ticket is changed to Closed, it becomes relevant for billing.

The working time spent on the ticket is displayed in the right-hand column under "Time frame". Here we can see that 10.75 hours were booked for the ticket, although the original estimate was 12 hours.

To get more information about the ticket, we open the detailed view by clicking on the line with the time estimate and the booked time.

Clicking on the time frame opens the time recording statistics, which break down all time bookings in detail:

We can now see how the 10.75 hours of total time are made up. Time was booked by various employees for the following activities:

The ticket with its 10.75 hours is ready for billing.

We are now in the billing / invoice verification area .

After closing the ticket, a new draft invoice appears automatically in the Billing check section. As long as this draft invoice is not billed, all other tickets that are closed in this project will also be added to this waiting draft invoice. In this example, a total of 80 hours results from all included tasks.

By clicking on "Included tasks", you can view the list of all tickets that are included in this draft.

Before the invoice is released, the individual tickets can be checked and adjusted individually. To do this, click on the right button in the small button bar next to the individual task.

The title of a ticket can be changed in the detailed view to make it easier for the customer to understand. For example, the title Integration of BIM tools can be supplemented with additional details that enable the customer to make a clear assignment.

There are several scenarios that justify an adjustment of the billed time:

All changes to the ticket times are shown in the Additional column. In the screenshot, for example, 1h 15 minutes are charged for the ticket in addition to the booked 10h 45 minutes - i.e. a total of 12 hours.

The adjustment can be made either directly in the dialog or more quickly using the plus and minus buttons in the task list.

Example:

If a ticket should not be billed for certain reasons, it can be excluded using the "Do not bill" option.

Once all adjustments have been made, the draft invoice can be released. This is done by clicking the "Invoice" button at the top right of the page. The draft invoice then disappears from the list and the invoice appears in the "Receivables" area.