Settings related to Work hour approval and Work hour input method are only available in Business, Platinum and Enterprise version of Severa.
Select if your organization uses work hour approval or not:
- Not in use: Work hours that are invoiced become automatically approved.
- Hours must be approved before they can be invoiced: Work hours become billable only after being approved.
- Hours must be approved but can be invoiced before approval: All billable hours, that have not been marked as Not approved, can be invoiced regardless of their approval status.
When work hour approval is enabled, new permissions are introduced to control who can approve the hours. Approval can be done by supervisor or by project manager. After enabling work hour approval, go to Settings > Users > Permission profiles to make sure the new permissions are correctly set.
Approval setting will become effective immediately and approval is also required for all existing work hours which are not yet invoiced.
Work hour input method allows you to decide how work hours are entered in Severa: either as a total number of hours (e.g. 7,5 h) or the start and end time (e.g. 8:00-15:30).
By default, the total number of hours is selected. To change the input method, go to Settings > Time & Expenses > Work hour entries.
When using Start and end time as the input method, you also have the possibility to prevent overlapping entries (work hours, time entries and absences). By marking the checkbox, users are not able to add work hours, time entries or absences that overlap each other.
Weekly workdays are simply a way to indicate which days of the week are considered regular workdays at your organization.
If your organization has employees whose weekly workdays differ from this default, you can set the weekly workdays in user's work contract.
Set work hour description to be mandatory for work hours created in your organization. When enabled, users need to manually enter a description for hour entries to be able to save them.
You can allow your employees to enter the planned invoicing quantity by themselves, if it's common to invoice a different amount of hours than the employee actually spent on the task. When the setting is enabled, users enter the amount of hours worked as earlier but in addition, they can manually enter an amount to be billed from customer. For example:
- You have agreed with your customer that the minimum amount of billable hours is 60 min per task.
- User works 30 minutes on a task and enters work hours manually or by using timing.
- User enters manually 60 minutes as planned invoicing quantity.
When entering billable hours is enabled, you can make entering billable hours even more easier with turning on automated rounding of planned invoice quantity. For example:
- You have agreed with your customer that the minimum amount of billable hours is 60 min per task and in the settings choose to round up to 60 minutes.
- User works 30 minutes on a task and enters work hours manually or by using timing.
- 30 minutes entered as work hours is automatically rounded to 1 hour as planned invoicing quantity.
To enable billable hours and rounding of them, go to Settings > Time & Expenses > Work hour entries > Planned invoice quantity. When the setting is active, all billable work hour entries will be rounded based on that rule.
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