Hourly billing

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Gestan allows you to establish invoices based on total durations.

Thus, you can automatically create invoices corresponding to:

• a series of interventions, depending on their start and end date/time
• a series of time consumption, work time counted in hours, quarter hours, or minutes
• machine rentals, with start and end dates/times

To do this, the sales unit of the corresponding product must be a duration type unit, which is determined by its wording. If the calculation is not possible, the quantity will be fed to 1.

It is possible to define either a product code + a rental price on the “Machine” sheet (the equipment you are renting), or to define a product code on the rental sheet.

It is the product/price pair of the “Rental” sheet which takes priority over that of the “Machine” sheet: if a product code/price pair is specified on the machine sheet, and a product code is specified on the rental sheet, it is the product code of the rental sheet which will be taken into account, the price being then searched in the corresponding product sheet. This rule is valid even if the product code on the rental sheet is the same as that on the machine sheet.

Let's take an example: you rented a bike to your customer.

Whether you have specified a product code on the file of the bicycle concerned or on the sheet of the rental concerned (if you had specified a product code on both, it is the one shown on the rental sheet which will be taken into account), the sales unit will be read in the product sheet, it will determine the quantity to be invoiced.

Here, you rent bikes by the hour (so you have indicated “Hour”, or “Hours” in the relevant product code).

• If you invoice for a rental from 08/24 from 09:00 to 11:00, the quantity invoiced will be 2.
• If you invoice for a rental from 08/24 from 09:00 to 12:15, the quantity invoiced will be 3.25, corresponding to three and a quarter hours.
• If you invoice a rental from 08/24 09:00 to 08/25/08 at 14:00, the quantity invoiced will be 29, corresponding to the total number of hours between these two terminals.

Here, you rent bikes for half a day (so you have indicated “Half day” or “Half days” in the relevant product code).

In the general settings, you have indicated that the conventional length of a day is 8 hours (you consider that a half-day consists of a duration of 4 hours).

• If you invoice for a rental from 08/24 from 09:00 to 11:00, the quantity invoiced will be 0.5. Two hours is half a half day.
• If you invoice a rental from 08/24 from 09:00 to 12:15, the quantity invoiced will be 0.81. Three and a quarter hours is not quite a half-day of 4 hours, but it corresponds to 81%.
• If you invoice a rental from 08/24 09:00 to 08/25 14:00, the quantity invoiced will be 3.25. Here, from 08/24 09:00 to 08/25 at 14:00, this represents 29 hours, or 1 day (2 half-days) + 5 hours. Now 5 hours, if the half-day is 4 hours, that makes 1.25 half-days.

Here, you rent bikes for the day (so you have indicated “Day”, “Days”, “Day/Male” or “Day/Male” in the relevant product code).

In the general settings, you have indicated that the conventional length of a day is 8 hours.

• If you invoice for a rental from 08/24 from 09:00 to 11:00, the quantity invoiced will be 0.25: two hours is the eight-hour shift.
• If you invoice for a rental from 08/24 from 09:00 to 12:15, the quantity invoiced will be 0.38: three and a quarter hours is 38% of eight hours.
• If you invoice a rental from 08/24 09:00 to 08/25/08 14:00, the invoiced quantity will be 1,625. Here, the duration 24/08 09:00 → 25/08.08 at 2:00 p.m. is 29 hours, i.e. 1 day + 5 hours, or 5 hours = 0.625 day if the day is 8 hours long.

• Time: Hour(s), Hour(s), Hora(s), Stunde
• Half-day: Half-day(s), Half-Day(s), Media jornada(s), Halber Tag, Halber Tage
• Day: Day(s), Day/Man(s), Day/Man(s), Day(s), Jornada(s), Tag, Tage

(other units possible on request)

Other “Customer Billing” articles