Invoicing todos to owners

If your park works with owners, you can set up todos for your own staff that are to be charged to the owners of the objects where the work was carried out.

Often, this allows you to solve maintenance problems faster, while the owner has less work, and usually lower costs as well.

Setting up a todo for checking and invoicing

To be able to invoice a todo:

  1. It must have been created or edited with active settings for 'Todo has to be checked' and the subsequent option 'Todo has to be invoiced'.
    These settings are available for all todos, regardless of type.

  2. Hourly rates and material costs must have been defined.
    Read more: Material costs and hourly rates

  3. Either an executor, contractor, or backoffice employee has registered hours worked or materials used on the todo.

Checking and invoicing a todo

Once the todo has been marked as finished by the executor, contractor or even a backoffice employee, it moves to the 'To be checked' tab in the todo overview. A backoffice employee must doublecheck the todo’s content and the hours and materials registered, if there are any.

If the checked todo contains hours or materials to be invoiced, the todo moves to the 'To be invoiced' tab. Here, you can gather multiple todos for the same object before you invoice them, or just invoice everything once a month.

Todo invoice for owner

As soon as the todos have been invoiced in the Todos module, corresponding concept invoices have been created in the overview of concept invoices in the Financial module.

Todo invoices for several completed todos for a single object/owner are automatically combined on one concept invoice.

  • Each material and hourly cost that was in the todo, is listed in the invoice. If a mistake has been made, these costs can still be fully edited in the concept invoice by an employee with financial management rights.

  • Missing items can even be added by clicking on one of the cost items in the right-hand menu under the heading 'Extras'.

  • From here, the invoices enter the regular workflow for invoices to owners. Send the invoices out individually, or all together by selecting multiple concept invoices in the overview.