Plan: Complete · Roles: Admin, Branch Manager
11.1 Custom Invoices
Where: Invoicing > Custom Invoices
Invoices you build for any customer or site on your own cadence — independent of pay periods. They use the same bill-rate chain as suggested invoices (section 3.3) when you pull hours, and land in the same lists and AR report.
- Click Create Custom Invoice.
- Choose the scope. For a single site the dialog is a Custom Invoice; for a customer it is a Customer Invoice with two modes — Consolidated (one invoice covering the chosen Sites to include) or Per-site batch (one invoice per site, generated together).
- Set Period start, Period end and the Due date.
- Leave Pull hours from time entries & schedules on to build the hour lines automatically from the period's clock records and schedules, priced by the bill chain. Switch it off for a purely manual invoice.
- Choose the Line-item format:
| Format | Produces |
|---|---|
| Hours only | A single line summarising total hours and amount |
| Hours by guard | One line per employee with hours and amount |
| Hours by site | One line per site with that site's total hours and amount (consolidated customer invoices only) |
| Schedule & hours | One line per shift with scheduled and actual hours |
| Schedule only | One line per shift with scheduled start and end |
| Rate-type breakdown | Separate lines for regular / overtime / double time / holiday |
| Shift-code breakdown | One line per bill-rate code (CODE · Code name) with grouped hours and amounts |
- Add Manual line items (description, quantity, rate) for fixed fees, equipment or credits, set the Tax rate (%), and edit Notes and Terms (pre-filled from the site's invoice settings and the customer's Payment Terms).
- Click Preview (Preview invoice / Refresh preview) to check the result, then Generate invoice (or Generate N invoices for a per-site batch).
Invoice statuses. Draft → Generated → Sent → Paid; Void is available at any point after generation and is final: a void invoice cannot be sent, edited or marked paid. Each row's menu has View / send, Mark as paid (until it is paid) and Void; Void keeps the record but removes it from AR. Search the list by number, customer or status, or filter a customer's invoices under Customer detail > Financial.
A branch manager invoices, sends, marks paid and voids for their own branch's sites only, and a customer-wide invoice only when every one of the customer's sites is in their branch.
11.2 Schedule Generated Invoices
See section 10.6 — invoices proposed per site from a closed pay period, with Preview / Send tabs and per-site invoice Settings.
11.3 Bill Rates
Where: Invoicing > Bill Rates (also
Customer detail > Financial > Bill Ratesfor one customer's codes) · Roles: Admin; a branch manager manages the codes of their own branch's sites, and a customer's codes only when every one of that customer's sites is in their branch
Bill rates here are the codes described in section 3.2 — named price points such as ARMED-DAY or SUPERVISOR that are attached to shifts. They set the regular hourly bill (and optionally pay) rate for any shift that carries them and group invoice line items. Overtime, double-time and holiday billing rates come from each site's Base Rates (below), so set those too.
Create bill rate
- Click Add bill rate (the Create bill rate dialog).
- Choose the scope: Customer (the code applies to every site that customer owns) or Site (one site), and pick the customer or site.
- Enter the Name and a Description. The short code shown on shifts and invoices is generated from the name when you save; the same code cannot be used twice at one site or for one customer.
- Enter the Default bill rate ($/hr) and, if the code should also drive pay, the Default pay rate ($/hr).
- Set Effective from and, optionally, Effective to. Leave Active on.
- Save. The code is now offered in the Bill rate field of Create / Edit Shift for matching sites, and on Master Schedule template shifts.
Managing codes
- Deactivate a code (row action or select several and Deactivate / Activate) to stop it applying; Show inactive reveals hidden codes. Inactive codes are hidden in the shift dialog and stop applying their defaults to shifts on dates after deactivation.
- For a price increase, end the old code with Effective to and create the new one with Effective from the next day, rather than editing the figure — past invoices then still recalculate correctly.
- Export CSV downloads the catalogue.
- Codes appear as a Bill chip on shift cards and in the shift dialog, and prefix invoice lines as
[CODE]; the Shift-code breakdown format groups an invoice by them. - A code can be restricted to shifts whose required certifications overlap its allowed list, so an armed-post code only appears for armed shifts.
Base Rates (Site detail > Financial > Base Rates)
The site's hourly billing figures by rate type — the fallback regular rate and the only source of overtime, double-time and holiday billing rates.
- The page has two sections: Site Default Rates (apply to anyone working the site) and Employee-Specific Rates (apply when a named employee works there — for example a supervisor billed at a higher rate).
- Add Default Rate / Add Employee Rate open the Add Bill Rate dialog: Site, Employee (Optional), Rate Type (Regular, Overtime (1.5x), Double Time (2x), Holiday), Hourly Rate, Effective From, Effective To and Notes.
- Create at least a Regular and an Overtime row for every billable site. When invoicing prices a shift, the employee-specific row for a rate type wins over the site default for that type.
- Edit or end rows with Edit Bill Rate; history is kept by effective dates so earlier periods still bill at the rate that applied. A branch manager adds and edits Base Rates for their own branch's sites.