Deals · How-to
Log time and invoice it
Log the hours worked for a client — on a deal, on their page or on their company’s — and turn the unbilled hours into one draft invoice with a line for each deal.
Set each member’s hourly rate
Open Settings › Pipelines (an owner or admin) and fill in “Hourly rates”: what an hour of each member is billed at, in your workspace’s currency. An entry keeps the rate it was logged at, so a new rate changes only the time logged after it. Time logged before its member had any rate is billed at the rate they have on the day you invoice it.
Log time
The “Time” card sits on a deal’s page, a client’s page and a company’s page. Its + button opens “Log time”: the day, the hours and minutes, what was done, and “Charge the client”, which you untick for time you do not bill. Time logged on a deal belongs to the deal’s client: its company when it has one, otherwise its contact.
Or run the timer
The play button starts a timer for the page you are on. It keeps running when you reload or open another page, and one runs at a time. Stop it on the same card: “Log time” opens with the minutes filled in, rounded up to a whole minute, for you to check and save.
Change or remove an entry
The pencil and the bin beside an entry change or remove it until it is invoiced. Invoiced time is locked and shows “Invoiced”, which opens its invoice. Void that invoice, or delete it while it is a draft, and its time is unbilled again.
Invoice the unbilled time
The card shows what is still to bill and its amount. “Invoice unbilled time” makes one draft invoice for the client: a line for each deal, named after it, and one line for the time on no deal, each with its hours and dates in the description. A company’s invoice is addressed to one of its people, whom you choose. Leave the dates empty to bill all of it, or give a month to bill one month. The draft opens to check, change and send like any other invoice.
On the phone
In Setvos Business, a deal’s page and a client’s page show the time still to bill and the latest entries, and “Log time” adds one. The timer, changing an entry, invoicing and the rates are on the web.
Common questions
- Is this how I pay my team?
No. This is the time you bill your clients. What your team is paid comes from the time clock and payroll, which this time never feeds.
- Who sees whose time?
The deals “Record scope” applies to the person who did the work: a role that sees only its own deals sees, logs and bills only its own time. Logging time needs a role that may edit deals, and invoicing it a role that may also create invoices.
- Why was the invoice refused for a missing rate?
Every entry needs a rate to be priced — its own or its member’s. Set a rate for the people the message names in Settings › Pipelines, then invoice again; nothing was billed in the meantime.
- Does my client see each entry?
No. The invoice carries a line for each deal with the total hours and the dates, not your notes or who did what.
Read next
Work on a deal’s page
Move a deal to another stage, log what happened, keep its details right and see the tasks about it, all from one screen.
Set up your pipelines and their stages
Rename, reorder, add and remove the stages your deals move through, decide which stages close a deal, and choose the default pipeline.
Create and send an invoice
Make a draft invoice from your products or typed lines, check it, and email it to the customer as a PDF.
Keep a record for each company you work with
Group the people you deal with under their company, see each company’s open deals, and let new clients file themselves by their email domain.
More in Deals
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