Do your clients ask you to attach your consultants' Activity Reports (CRA) to the invoices you send them? Or do you simply want to ensure that the invoices you issue correspond to times validated by your client?
This feature is designed for you because you can:
Specify which projects require tracking the receipt of an Activity Report
Identify missing signed Activity Reports
Block invoicing via PostProduction if the signed Activity Report is not attached
Add signed (or unsigned) Activity Reports as attachments to your invoices
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Configuration
To complete this first part, make sure you have access to the Administrator interface. If not, ask your administrator to do it, then resume at part 2.
General order configuration
Administrator > Legal agency > your agency > Billing tab
From the Administrator interface, go to the billing tab of your legal agency. At the bottom of the page, you will find the following items:
Attach Activity Reports as attachments: by enabling this option, Boond will attach the client Activity Report or the signed Activity Report (if present) as an attachment to the invoice
Signed Activity Report required: by enabling this option
your consultant will be alerted on their timesheet to trigger the document signature
you will also be alerted on PostProduction if the signed Activity Report is missing
invoice generation will be blocked from PostProduction if the signed Activity Report is missing
Default client PDF settings: the pre-checked options will be applied when your consultant initiates the electronic signature process and will be considered during the creation and download of the client Activity Report
Reminder: this is to configure the default settings for purchase orders. Each purchase order can then be customized according to your client constraints.
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Order card configuration
As indicated in the previous point, each order can be customized according to the conditions you contract with your client. Therefore, you have the option from the project order card to configure whether or not the requirement to have a signed timesheet attached to the invoices.
To do this, go to the Project module > Your project > Billing tab > Order card
Attach Activity Reports as attachments: by enabling this option, Boond will attach the client Activity Report or the signed Activity Report (if present) as an attachment to the invoice
Signed Activity Report required: by enabling this option
your consultant will be alerted on their timesheet to trigger the document signature
you will also be alerted on PostProduction if the signed Activity Report is missing
invoice generation will be blocked from PostProduction if the signed Activity Report is missing
Default client PDF settings: the pre-checked options will be applied when your consultant initiates the electronic signature process and will be considered during the creation and download of the client Activity Report
Note:
If you want to generate a single PDF of your invoice and the Activity Report, simply enable the option.
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Electronic signature of the Activity Report
To learn more about this process, we invite you to read the following dedicated article: Client Activity Report signature
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Ensuring the signed Activity Report has been attached by the consultant
When configuring the order, if you checked the options to ensure the Activity Report has been attached (see part 1).
On PostProduction
1. Tracking receipt of the signed document:
The legend indicates that the signed document is missing on the relevant project line. You just need to open the details to see which timesheet is concerned and then follow up with your consultant.
Reminder: you can click directly on the timesheet using the button to check and/or validate it.
2. Blocking invoicing from PostProduction if the signed document is not received:
Here, the invoice generation button is grayed out because you specified in the settings to block invoice generation via PostProduction if the signed document has not been attached to the consultant's timesheet.
Thus, if you use the mass generation button, this invoice will not be issued either.
If you still wish to force the invoice issuance without the signed document attached for this month, you need to go to the relevant project order and create the invoice manually.
Final result when sending your invoices
Result on your invoice
Once your invoice is edited in Boond, you can choose to download it as a standard PDF or choose to export it with the attachments: your signed Activity Report.
The document represents the invoice and the attachment is the signed document.
When you validate the export of the document and attachments, you will find a zip file in your download center with all the documents.
You just need to click on the shortcut link to go to your download center (if the link has disappeared, click your name at the top right, then download center in the dropdown).
Sending your invoice with the signed document
From BoondManager, you can directly send your invoices with the attached Activity Reports. To do this, you can use the Emailing App, which allows you to send your invoices individually or in bulk.
In the Billing module, filter the invoices you are interested in, then check those to send. Click the Emailing button
and follow the workflow.
After clicking continue, you access the recipient list. You can select up to 3 email addresses per company (previously entered in your client's billing details).
Then you just need to choose your template and confirm the sending.