If out of scope timesheets are accrued to a job (refer here for more info), a correlating out of scope line item will automatically appear on a new invoice. An out of scope invoice line is created for each task where timesheet has occurred. To invoice this time:
- Within the Financial module, navigate to the Invoices page.
- Click the blue "New invoice" button.
- Check that the "Project Revenue Date" will capture your out of scope time. Hiro will only retrieve the out of scope timesheets on a job if dated on or before this date.
- In the top left corner, search for and select the job you want to raise an invoice for.
Unless you are a Hiro Global Administrator, or otherwise hold the appropriate Hiro privilege (refer here for more information), you will only be able to create invoices for jobs that you are a team member of. - An "Out of Scope" line item will be displayed on the draft invoice for each task that has out of scope timesheet activity. Modify the details of the row as needed:
- Click the "Edit text" link to add commentary that will appear on the invoice PDF (if you don't, "Out of Scope" will be scribed on the PDF invoice row instead).
- Check that the required timesheets have been allocated by clicking the adjacent blue "Time & Costs" link. A popup will appear showing all out of scope timesheet activity for that task. The checkboxes to the left side can be used to deselect individual timesheets if you don't wish to allocate those timesheets to this invoice.
- Enter the amount to charge for the out of scope works in the adjacent "Amount" box. The dollar amount you enter can be the same as the "Time & Costs" amount allocated, or a different dollar amount - it's up to you!
- Click the "Edit text" link to add commentary that will appear on the invoice PDF (if you don't, "Out of Scope" will be scribed on the PDF invoice row instead).
- Finish drafting other rows on your invoice as needed, then click the Save/Approve button at the bottom of the page to finalise your invoice.
Allocate other time/costs to out of scope invoice line
Timesheets added to a job that are marked as Enquiries & Tenders, mileage, or disbursements, can be reallocated onto an out of scope invoice line. For example, you might need to reallocate the flights and accommodation expenses onto your out of scope invoice line to enable billing your client one single all-inclusive charge.
Disbursements entered onto a job will automatically appear on a new invoice as one invoice row per individual disbursement. "Enquiries & Tenders" time and mileage charges will each appear on a new invoice as one invoice row for each unique combination of department & branch where timesheet activity has occurred up to the project revenue date.
To reallocate these items:
- On the item that you wish to reallocate the costs of on your invoice, change the "Type" dropdown from the default of “% markup” to “Reallocate to another invoice line...”.
- Select the relevant out of scope invoice line to reallocate the disbursement onto. Note once reallocated, the Time & Costs value to the left is struck out to indicate it has been reallocated.
- You can confirm that the item has been reallocated by clicking the "Time & Costs" value within the relevant Out of Scope invoice line item. The Time & Costs popup will now display the timesheets that have been reallocated.