Yuki Hours (register and invoice activities)

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

With the Yuki Hours feature, employees can easily track the hours they’ve worked on specific clients or projects. After review and approval, you can immediately convert these hours into sales invoices. In addition, the feature offers various overviews to accurately monitor employees’ time spent and productivity.

Yuki Hours is fully integrated with the Calendar.

This feature (Hour registration) can only be added as an extra feature in the Small, Medium, Large, and Unlimited bundles by a user with the “Management” role via the Yuki Store within the domain.

FOR FREQUENTLY ASKED QUESTIONS ABOUT THIS FEATURE, SEE HOUR REGISTRATION FAQ!

Permissions and roles

A user with the “Back office” role has limited permissions within time tracking and can only:

• view and export the 'Hours worked' and 'Tasks' overviews as CSV files.
• view the 'Work types” overview and create new work types.

Setup and workflow: how does it work?

To work successfully with Yuki Hours, follow these four steps:

1. Create work types

You use work types to categorize the recorded hours (for example, “Consulting” or “Travel Time”).

• For each work type, you specify whether the hours are billable or non-billable.
• Each work type is linked to a specific sales item (and thus to the appropriate GL account).

For a detailed description, see article Create new work type.

2. Logging hours (new activity)

Employees log their hours by creating a new activity and linking the appropriate work type to it.

1. 'Hours worked' overview: Here you can view all weekly and monthly summaries by employee.
2. 'Work activities' overview: Here you can see all hours clearly grouped by customer and project.

TIP!

Recorded hours can be exported from the 'Hours Worked' overview as a CSV file on a weekly, monthly, or yearly basis.

For a detailed cdescription, see article Create new activity.

3. Invoicing activities

Using the 'Invoice activtities' feature, you approve the recorded hours (both billable and non-billable). The appropriate user permissions are required for this.

• A draft invoice is automatically generated for approved billable hours.
• Hours with the same work type within the same project are automatically combined into a single invoice line.
• You can find the generated invoices under 'Invoices to send' in the Sales functionality. Here, you can review, edit, and finalize them.

For a detailed description, see article Invoice activities.

4. Add hour specification

You can set the system to automatically attach a hour registration to the sales invoice. This is a clear and concise document for the customer that lists the date, description, and number of hours for each invoiced work order, broken down by work type.

For a detailed decription, see article Add hour specification.