Invoicing that comes straight from your rota and timesheets

Start with a quote

Price a new contract in RotaProof: the regular visits, the price and any one-off work such as a first deep clean. It shows what the price comes to in a month, then sends the quote as a PDF with a link your client can use to accept it online. Their name, job title and the time they accepted are recorded.

When they accept, Start the work adds the client, the site with its price and the visits on the rota, so the contract flows straight into timesheets and invoices.

From the timesheet to the invoice

You set how each site is charged: a fixed price each month, a price per visit, or an hourly rate. At the end of the month, choose Create a month's invoices. RotaProof shows each client, the lines it will add and anything to check first, such as visits that haven't been approved on the timesheet yet.

Hourly sites are charged on the hours booked for the visits that happened, so clients pay for what they booked. Shifts nobody clocked in to aren't charged, and they're listed so you can check them.

Check, issue, send

Each client gets a draft. Change any line, add one-off work such as a deep clean, then issue it. Issuing gives it the next number and locks it, and emailing sends it as a PDF from your business name, with replies going to you. Your client can also open it online from a private link.

If you're VAT-registered, enter your VAT number and every invoice becomes a VAT invoice, with the VAT worked out for each rate. If you're not, no VAT is shown or charged. Mistakes are put right with a credit note, as HMRC expects, rather than by changing an invoice you've sent.

Knowing who's paid

Mark invoices as paid when the money arrives. The invoices page shows what you're owed and what's overdue, and overdue invoices appear on your home screen's to-do list.

At the end of the month, download your issued invoices and credit notes as a file for Xero or QuickBooks Online, so your accounts are up to date without typing anything twice.