To invoice and calculate the profitability of your projects you need to assign contacts, purchase and sales documents, as well as create budgets and invoices from them:
💡 To start billing your projects, you will first need to set up your preferences for billing and budgets by project. These preferences always have priority over general settings for billing and quotes
Assign contacts for project billing
In the event that there is no contact assigned to the project, you will first need to assign it to be able to access the rest of the options that will allow you to invoice your project in Holded.
To assign contacts for project billing, follow these steps:
Go to Projects , in the navigation bar
Enter the corresponding project
Click the "Settings" button, and select "General"
In the "Assign project to a contact" section, choose the contact you want to assign to the project
Hit "Save"
Assign already created documents when billing projects
If you have already created sales or purchase documents, you can assign them when managing a project's invoicing to be directly associated with the project. To do so, follow these steps:
Go to Projects , in the navigation bar
Enter the corresponding project
Go to the Billing tab (visible once your preferences billing)
Click "Create" (you must first have assigned a contact to be able to add documents to the project)
From the dropdown, select the type of document you want to add:
Invoice: will count as revenue in the project total.
Purchase: will count as an expense in the total project.
Sales order: will not count as revenue in the project until invoiced.
Purchase order: will not count as an expense in the project until it is invoiced.
Estimate: is an invalid document, it will not count as income until it is invoiced.
Choose from the list, among the documents of this type already created
Click "Match"
Create budgets in your projects
With this option you can generate a budget directly from the project you are working on, so you only have to review it and save the document:
Go to Projects , in the navigation bar
Enter the corresponding project
Go to the Billing tab
Click the "Quotation" button
For Amount, add the amount corresponding to the budget
Click "Review" budget
In the quote editor, check that the data is correct or make the necessary changes
Click "Save"
After following these steps, the budget will be directly associated with the project. You can check it within the same project or by accessing the same budget, in the Categorization section.
Allocate project costs
Holded allows you to record the costs related to the investment of time in each of the projects that you are working on through time stamps:
Go to Projects , in the navigation bar
Enter the corresponding project
Go to the Board or Backlog
tab
Enter one of the tasks you are working on
Click the "+" symbol under Time Logs
Add a description, if desired, and indicate the category the record belongs to
Enter the time spent using one of the following methods:
Manual :
Default time slots: 0h 15m , 0h 30m , 1h 00m . If you click several times on one of these fractions, the time spent on the task will be added (three clicks on the fraction 1h 00m will register 3 hours on the task).
Options FROM - TO: indicate the time frame and the corresponding day
Using a stopwatch : when you press the record button, the time invested in the task will be recorded naturally until you decide to stop it by pressing the same button again .
Click "Save"
In the next window, confirm the time entry by clicking "Submit", or leave it for later by clicking "I'll do it later"
Bill the amount of a project
Holded offers you the possibility of generating invoices for the amount of the projects you have carried out:
Go to Projects , in the navigation bar
Enter the corresponding project
Go to the Billing tab
Click on "Invoice", and choose "Project amount"
Enter the corresponding amount and click "Review invoice"
Check or edit the data reflected in the invoice
Click "Save"