How can I print timesheets or use timesheet reports to provide invoice documentation?

Question

How can I print timesheets or use timesheet reports to provide invoice documentation?

Answer

Using Timesheets for Invoice Documentation Overview

Many clients require timesheets, or reports with hours, bill rates and amounts, attached to invoices to provide detailed backup. Ordinarily, this is a paper-based process involving a few steps:

1. Generate an invoice from your accounting or billing system
2. Attaching relevant crew and/or individual timesheets to the invoice in one physical package.
3. You might also attach a generate report with hours and billing details.
4. This involves scanning the invoice, timesheets and report pages into a PDF document that you send to client by email. 

Pacific Timesheet automate the process at each with the printing multiple timesheets for invoices and generated reports.  

Steps to Print Timesheets for Invoices

Pacific Timesheet has capability of printing individual and crew timesheets in batches:

Printing Individual Timesheets

1. Navigate to the Timesheets tab
2. Search for submitted and approved timesheets using the Advanced search filter.
3. The search will create a batch of timesheets that are ready to print. 
4. Click on the Tools button, then the Print Timesheets link.
5. This will download a printable PDF file containing all timesheets in the batch.
6. From there, you can print the timesheets attach them invoices.
7. Then scan each invoice package to create a final PDF package for each invoice.

Printing Crew Timesheets

Here there are two options, 1) printing from the Crew Approval Kiosk and 2) printing from the Crew Timesheet tab.

Printing from the Crew Approval Kiosk

1. Navigate to the Crew Timesheets tab
2. Then click on Tools > and Crew Approval Kiosk, which will open in a new tab.
3. Within the Crew Approval Kiosk, click on Tools again and make sure to disable Client Sign Off Mode. 
4. You can click Print to print the current crew timesheet, or
5. You can click Print Crews to print a batch of up to 25 selected crew timesheets.

Printing from the Crew Timesheet tab

1. Navigate to the Crew Timesheets tab
2. Navigate to the crew timesheet you need.  
3. Click on the Tools button.
4. Click Print to print the current crew timesheet, or
5. You can click Print Crews to print a batch of up to 25 selected crew timesheets.

Capturing client signoff on crew timesheets is critical part of the billing process. To learn more about enabling and using client signoff mode for crew timesheets see:

How do I use client signoffs on crew timesheets?