Table of Contents
Overview
Timesheet and Invoicing By Zen is a powerful solution for enhancing time management and invoicing in Jira. The application focuses on two major functionalities:
- Timesheet Management: Precise tracking of activities, resource analysis, and team management.
- Invoicing: Comprehensive client management, detailed invoice creation, and payment tracking.
Installation
Installation and Initial Configuration :
Step | Description |
Access the Marketplace | Log in to Jira as an administrator and navigate to the Jira Marketplace. |
Search for the App | Search for Timesheet and Invoicing By Zen. |
Install | Click Install and follow the displayed instructions. |
Initial Setup :
Important: Only users who belong to the following groups will be able to access the Manage Apps > Timesheet and Invoicing By Zen page:
- jira org-admins: Users who are members of the “jira org-admins” group.
- jira-servicemanagement-user-access-admins-<sitename>: Users who are members of the group named jira-servicemanagement-user-access-admins-<sitename>, where <sitename> corresponds to your specific Jira site name.
Set up users authorized to access the Invoicing section in a dedicated table.
Timesheet
1. Timesheet
- Timesheet
Purpose
Track worklogs across multiple breakdowns to gain insights into team activity and resource allocation.
Key Features
- View Timesheets:
- Display worklogs for users who have logged work over the past 7 days.
- Date Range :
- Default: Last 7 days.
- Breakdown Customization:
- Add additional breakdowns for more detailed views (e.g., by project, issue, or user).
- Rearrange breakdown levels using drag-and-drop functionality
- Delete unnecessary breakdown levels easily.
- Additional Information Column:
- Add column to display additional information about issues directly in the timesheet table.
- Export and Visualization:
- Download the timesheet in CSV format for external analysis.
- Visualize issue details directly in Jira through Jira Filters.
Date Ranges |
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Breakdowns |
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2. My Timesheet
Purpose
Provides the same functionality as the Timesheet page but scoped specifically to the logged-in user’s worklogs.
Features:
- All functionalities from the Timesheet page.
- Restricted to the logged-in user’s data for streamlined self-management.
3. Teams
Purpose
Create and manage groups of users to enable more precise filtering in timesheets.
Key Features
- Group Creation:
- Define groups with a custom name and a set of Jira users.(group name should be unique)
- Each user can belong to only one group.
- Edit and Delete Groups:
- Modify group details or remove groups as needed.
Invoicing
Purpose
Streamline the invoicing process, covering all aspects from client management to invoice creation and tracking.
1. Dashboard
Overview:
Visualize invoice tracking with clear indicators for Total Tax-Inclusive and Tax-Exclusive amounts.
2. Client Management
Core Features:
- Create, modify, and delete client records.
- Assign projects to clients, including:
- Specific hourly rates for each project.
- The currency to be used for invoicing.
3. Invoice Creation
Workflow:
- Client Selection:
Choose a client from the list. - Define Time Period:
Specify the billing period for the invoice. - Add Articles (Invoice Items):
- Project Selection:
- Choose from projects already assigned to the selected client.
- Billing Method:
- Manual: Enter the total hours worked.
- Automatic (via Jira): Fetch the number of hours worked directly from Jira worklogs based on the defined time period.
- Calculation:
Click the Calculate button to find the amount based on:- Hours worked.
- Hourly rate assigned to the project during client setup.
- The calculated amount is displayed below each item and added to the total invoice amount.
- Add multiple items as needed.
- Tax Details:
- Add one or more taxes with the tax name and percentage.
- Notes and Additional Conditions:
- Include optional notes or conditions specific to the invoice.
After creating the invoice, the user is redirected to the Invoice View section to review the newly created invoice.
4. Invoice List
Features:
- Display a detailed list of invoices with the following information:
- Start and Due Dates.
- Payment Status.
- Invoice State:
- Draft.
- Finalized.
- Actions:
- View invoice details.
- Delete invoices.
- Display a detailed list of invoices with the following information:
5. Invoice View
Detailed Invoice Display:
- Show all invoice contents and related details.
Actions:
- Change Payment Status:
- Default status is Not Paid.
- Update the status as required.
- Change Invoice State:
- Draft invoices can be modified.
- Finalized invoices cannot be edited unless returned to the draft state..
- Export Options:
- Export the invoice as a PDF with customization options, such as:
- Selecting a logo.
- Choosing a background for the invoice.
- Export the invoice as a PDF with customization options, such as:
- Duplicate Invoice:
- Create a copy of the invoice.
- View Modification History:
- Track and review all changes made to the invoice.
Settings
Purpose
Customize the app’s behavior, appearance, and invoice templates.
Key Features
General Settings :
- Language Settings:
- Change the app’s language
- Appearance:
- Change the app’s color theme to suit your preferences.
Invoicing Settings :
- Invoice Configuration:
- Choose which fields to display on invoices.
- Company Information:
- Enter details (e.g., name, address, tax identifiers) to include on invoices.
User Permissions Configuration
Purpose
Control access to invoicing functionality within Timesheet and Invoicing By Zen.
Key Features
- Accessible from the Jira app management section(Apps > Manage Apps > Timesheet and Invoicing By Zen).
- User Permissions Table:
- Assign or revoke permissions for users to access the Invoicing section of the app.
- Only authorized users can view or interact with invoicing-related pages.
Target Users
Normal Users
- Can access Timesheet, My Timesheet, and Teams functionalities.
- Cannot access invoicing features unless explicitly granted permission.
Invoicing Users
- Have access to all sections, including the Invoicing page, if permissions are configured accordingly.
Technical Notes
Storage:
- Data, such as user permissions and custom team groups, is stored in Forge Storage.
Export Formats:
- Timesheets export to as CSV file.
- Invoices export to as PDF file.
Customizable Elements:
- Breakdown hierarchy.
- Invoice fields and template designs.
Use Cases
- Time Tracking for Teams:
- Organize worklogs by customizable groups without changing in jira groups for efficient project analysis.
- Advanced Reporting:
- Generate detailed timesheets with multi-level breakdowns.
- Streamlined Invoicing:
- Automatically calculate invoice totals based on Jira worklogs and tax rules.
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