Generating Invoices

The culmination of the project management lifecycle in Time Assign is the creation of accurate, professional invoices. Time Assign removes the manual effort of billing by automatically aggregating your locked project data into finalized documents ready for client dispatch.

Data Aggregation

Time Assign drastically simplifies the billing process. Once you initiate an invoice for a specific client or project, the system performs the following actions automatically:

1. Gathers Approved Hours: The system pulls all time entries that have passed the approval workflow and are officially "Locked." It applies the correct billable rates based on the roles and workflows (e.g., PLC Programming vs. Panel Fabrication) assigned to those hours.
2. Compiles Reimbursable Expenses: Approved field expenses, including hardware runs and calculated mileage, are tallied and added to the invoice.
3. Integrates the BOM: Any hardware and materials logged against the project that are slated for client billing are compiled, complete with any predefined markups.

Drafting the Invoice

1. Navigate to the Invoicing tab and select Draft New Invoice.
2. Choose the Target Client and Project.
3. Time Assign will present a draft summary of all the aggregated, approved data.
4. Final Formatting & Adjustments: Prior to generation, administrators can review line-item descriptions, choose how finely detailed the invoice should be (e.g., grouping all engineering hours together vs. itemizing every single time entry), and apply any final credits or global discounts.

Exporting to PDF

Once the draft is verified, click Generate PDF.

Time Assign compiles the data into a clean, professional, and organizationally branded PDF document. This invoice clearly separates labor, expenses, and material costs, providing your clients with the transparency they need for quick approval and payment.

Once generated, the invoice is logged in your organization's history, and the underlying time entries, materials, and expenses are permanently marked as "Billed" to prevent duplicate charging in future billing cycles.