Set Up Time Based Invoices

Learn how to create and manage time-based invoices using date range quantity calculations in Acertine Flow.

What Are Time-Based Invoices?

Time-based invoices automatically calculate quantities based on date ranges and selected metrics. This feature is perfect for:

  • Hourly billing: Calculate total hours between dates
  • Daily rates: Charge per day for services
  • Weekly subscriptions: Bill for weekly periods
  • Monthly retainers: Automate monthly billing calculations
  • Project timelines: Bill based on project duration

Enabling Date Range Quantity Calculation

Step 1: Create New Invoice

  1. Click Invoices in the sidebar
  2. Click New Invoice from the dropdown
  3. Select your client and fill in basic invoice details

Step 2: Enable Date Range Feature

  1. Under Invoice Actions, toggle on "Date Range Quantity Calculation"
  2. This enables date range functionality for all line items

Note:

The Date Range Quantity Calculation toggle must be enabled before you can use date ranges on individual line items.

Setting Up Line Items with Date Ranges

Step 3: Configure Line Item

  1. Click Add Item to create a new line item

  2. Under the line item, toggle on "Use date range for quantity"

  3. Configure the date range:

    • Start Date: When the billing period begins
    • End Date: When the billing period ends
    • Metric: Choose how quantity is calculated:
      • Hours: Total hours between dates
      • Days: Total days between dates
      • Weeks: Total weeks between dates
      • Months: Total months between dates

  4. Enter your Unit Price (e.g., £50/hour, £200/day)

  5. The quantity and total will calculate automatically

Example Configuration

For a weekly retainer from January 1st to January 31st:

  • Start Date: January 1, 2024
  • End Date: January 31, 2024
  • Metric: Weeks
  • Unit Price: £500/week
  • Quantity: Automatically calculates to 4.43 weeks
  • Total: £2,215.00

How It Works

Automatic Calculations

  • System calculates the exact quantity based on your selected metric
  • Handles partial periods (e.g., 2.5 weeks, 1.3 months)
  • Updates in real-time as you adjust dates
  • Respects calendar days, not business days

Date Range Options

  • Hours: Calculates total hours (24-hour periods)
  • Days: Calculates calendar days between dates
  • Weeks: Calculates weeks (7-day periods)
  • Months: Calculates months (calendar months)

Best Practices

When to Use Date Ranges

  • Retainers: Monthly or weekly recurring services
  • Project billing: Bill for project duration
  • Hourly work: Track hours worked over a period
  • Rentals: Equipment or space rental by day/week/month

Setting Up Correctly

  • Be precise with dates: Include exact start and end times
  • Choose appropriate metrics: Match your billing model
  • Verify calculations: Review totals before sending
  • Use clear descriptions: Explain what the date range covers

Common Use Cases

Hourly Consulting:

  • Metric: Hours
  • Unit Price: Your hourly rate
  • Description: "Consulting services - January 2024"

Monthly Retainer:

  • Metric: Months
  • Unit Price: Monthly retainer amount
  • Description: "Monthly retainer - Q1 2024"

Daily Project Rate:

  • Metric: Days
  • Unit Price: Daily project rate
  • Description: "Website development project - 2 weeks"

Tips

  • Combine with recurring invoices for automated monthly billing
  • Use clear line item descriptions to explain the date range
  • Review calculated quantities before finalizing
  • Adjust unit prices to match your billing structure
  • Save as template for similar future invoices

Limitations

  • Date ranges calculate calendar periods, not business days
  • Partial periods are calculated precisely (e.g., 2.5 weeks)
  • Requires Date Range Quantity Calculation to be enabled
  • Each line item can have its own date range

Time-based invoices streamline billing for services delivered over periods!