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Automatically add worker and equipment hours at a standard rate to my invoices

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vWork enables automatic charging of worker and equipment hours

vWork can automatically calculate your worker and equipment hours by job and use this information to add these as line items to your invoice.  


vWork has 2 features that calculate and add worker and equipment hours:

  1. The default setting lets you set a standard hourly rate that applies to all workers and equipment across your account. The process for doing this is explained below.

  2. The optional feature enables you to charge a different hourly rate for each worker and item of equipment. This is explained in the article Set up individual charge-out rates for users and equipment. To enable this please email support@vworkapp.com to find out more or have this enabled in your account. 

Why use automatic worker or equipment hours on invoices?

This feature saves you time and effort. It removes the need for manual calculations and reconciliations. You are able to accurately invoice your clients for the hours your workers and equipment are on a job.  You can also easily and accurately report on worker hours for the purpose of reconciliation.

How to enable automatic worker and equipment hours on an invoice

The steps given below explain how to add an hourly rate for all workers and equipment using the default vWork settings. This applies one standard rate for all workers and equipment. 

To automatically add a standard hourly rate, first make sure invoicing is enabled in your account in the Finance Invoicing settings, and then enter an hourly rate.

  1. Go to Settings > Finance > Invoicing. 

  2. Scroll down to the Worker Hours Calculator section and add a checkmark to the checkbox, Auto add to invoice?, to generate worker hours as a line item on your invoice.

  3. Check the box Always update if you want the number of hours charged to change if you need to re-open a completed job and do more hours. For example, a job started at 3 pm and completed at 4 pm. Then the job was re-opened and closed again at 5 pm. If this box was left unchecked the invoice would show 1 hour was worked, but if it was checked 2 hours would show on the invoice.

  4. Enter the hourly Worker rate you want to charge out your workers at. In this example, it is $55 per hour.

 

How does it work?

When a job is completed, vWork will calculate the elapsed time spent on the job. This is the elapsed time between the first and last step, less time that passes where a job is paused. The elapsed time is automatically multiplied with the hourly rate you specified and added to the job as an invoice line item.

 

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