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Quick Summary: Lets you select multiple clients to invoice

How to Get There: Invoice/Invoice Multiple Clients

This is, perhaps Time Logger's most powerful new feature.  You can now tell Time Logger to automatically print time reports and invoices for all of your clients - unattended.  For each client in the database, it first sets an appropriate invoice filter, then prints the time report and invoice, and posts the invoice to accounts receivable.

Here's what the window looks like:

InvoiceMultiple

To use this window, select the clients you want to invoice, select what you want to do for each client (that is, Print Time Report, Print Invoice, and/or Post Invoice), and click OK.  Ctrl-Click on a client name to select or unselect it.

In this example, the user has selected to print a time report and invoice for each selected client, and also post the invoices.  The user has chosen not to produce invoices and reports for Flaxol or Wilson Clothing.

 

About The Default Filter

For each client, Time Logger will apply a default filter so that only the records that should be billed for that client are included.  The default filter that Time Logger uses reads:

Client = ClientName and
Billed = No and
Billable = Yes end

 

Customizing the Default Filter

You can customize the default invoice filter that it uses for invoicing multiple clients and even have an individual filter for each client (see below).

For each client, Time Logger loads the special environment InvoiceFilter.sev:

  Client = %ClientName and
  Billed=No and
  Billable=Yes end

and replaces "%ClientName" with the name of the current client.  If you want to customize this default filter, follow these steps:

1) Select Tools/Load Environment...

2) Change "Files of Type" to "All Files (*.*)"

3) Select InvoiceFilter.sev and click Open. [NOTE: when you do this all of your time records will disappear - that's OK].

4) Select Filter/Filter Time Records (open the Filter window).

5) Change the Filter accordingly.

6) Click OK to apply the filter and close the Filter window.

7) Select Tools/Save Environment....

8) Uncheck all "Settings to Save" except "Filter" ("Filter" should be the only one checked.) and click OK

9) Save to the "File name" InvoiceFilter.sev and click the "Save" button and click "Yes" to overwrite the file.

Your new InvoiceFilter.sev has now been created and you can use it as the default filter when using the invoice multiple clients feature.  Now, you can clear your Filter (Filter/Clear Filter) or load a different Environment.

 

Customizing the Environment for One or More Clients

Now, you may wish to have a different environment for each client.  For example, you might like to use a different format for the time report, or have a specialized invoice for different clients.  Here's how to do that.

When Time Logger is generating an invoice for a particular client, if it finds an environment file with that client's name (spelled exactly the same), that environment is loaded instead of InvoiceFilter.sev.  For example, if the client is Microsoft, and an environment file "Microsoft.ev4" exists, that environment will be loaded before printing the time report and/or invoice.

This is extremely powerful, because it lets you have a completely different layout for each client's report and invoice.  For example, Client A can have landscape reports with large fonts, Client B can have reports that include less detail, etc.  Client A could have a report that shows non-billable time (with a rate of 0), and Client B could get a report with detailed subtotals.

 

NOTES: Some important things to keep in mind are:

A) This feature works when invoicing a single client as well. When you select Invoice/Automatic Invoice Filter, Time Logger looks to see if you have an Environment named the same as the client that was selected and loads it if it finds one.

B) Clients are processed in alphabetical order and if the client does not have an Environment file that is their name, then the default InvoiceFilter.sev Filter will be used for the filter and other settings, such as the selected Invoice Template and Time Report layout features from the last loaded Environment (for the previous client) will be used.

TIP: If you want to have groups of clients use a certain Invoice Template and/or other settings, you can load that Environment or set those settings and then select just those clients on the Invoice Multiple Clients window.