When your team tracks time on a customer's projects, PaySuiteTT turns the hours into invoice lines at the customer's rate. Set the customer up once, then draft each invoice in a few clicks.
Before you start
The time needs a client: each project your team tracks time on has a Client in the Manager workspace's Projects. Only owners and accountants see Time billing.
Set up the customer
- Open Time billing in the Sales menu. For your first customer the form is already open; after that, press Set up a customer.
- Choose the Customer and type the Hourly rate. Leave it empty to bill each project at its own rate.
- Set Days per invoice: 7 makes weekly invoices, 14 every two weeks.
- For a customer who pays in another currency, choose the Invoice currency and type how many TT dollars one unit is worth under TTD for 1 unit, such as 6.78 for US dollars.
- If your bank takes a fee on their payments, type it under Conversion fee (%) or Conversion fee (TT$). It comes off the TT$ value in your books, not off the invoice.
- Type a short Invoice number prefix, such as QOS, to number their invoices by customer and period, like QOS-20261012-1018.
- Under Bills time from these clients, tick the clients whose time this customer pays for, and choose One invoice line per project, task or one line.
- Press Set up billing.
Draft the invoice
The customer's row shows the hours Unbilled and the date their time is Billed to. Press Draft invoice.
The draft opens with Add tracked time for the next period. Check the hours and the rate, then press Add lines: each project becomes a line, with its hours and amount. Choose each line's VAT treatment (your accountant can tell you which; work for a customer abroad is often zero-rated), then press Save changes.
To bill time onto any other draft, press Edit draft, then Add tracked time, choose the work and the Period, and press Add lines. The same time can't go on two invoices.
Post and send it with the work report
Press Post invoice, then Post invoice again in the box. An invoice in another currency shows its total in that currency; In your books shows the TT$ value.
The work report lists the hours behind each line. Press invoice and report in one PDF to download both as one file, or report only. Attach it when you email the invoice.
Record their payment
- Press Record payment.
- Type what the customer paid under Amount received (USD).
- Under TTD received (optional), type what actually reached your bank in TT$.
- Press Record payment.
If the bank received more or less than the invoice was booked at, the difference is recorded as an exchange gain or loss.
Good to know
- Time is billed once. Voiding an invoice returns its time to Unbilled.
- Only approved time should be billed: check Approve tracked time first.
- To change a customer's rate, currency or clients, press Edit on their row. Invoices already made stay as they are.
What's next
See how payments and invoices show in your books in Create an invoice and record a payment.