End of year checklist

When there are changes to travel expenses, like mileage and per diem, you need to add the new travel expenses to the travel expense registry and update the existing prices manually. Do the changes after all travel expenses for the current year have been entered into the system.

1. Go to Settings > Work time, travel expense & product registries > Travel expense types
2. Disable all unnecessary travel expense types so that users do not accidentally record expenses with the wrong travel expense type
3. Update the prices of existing and active travel expenses and add new travel expense types if needed in Add travel expense type

Before updating pricing, make sure all entries (work hours, fees or travel expenses) that should be billed using the current prices have been invoiced from the customer, or are already on invoice and waiting to be billed (Draft invoice). This ensures that the price list update does not affect these entries.

If you are using Advanced pricing add-on, see detailed instructions and information on updating prices here: How do I update the price list?.

You can update price lists in Settings (organization level) and directly on projects (project-specific price lists). Update the current prices with the new ones. New pricing takes effect immediately after saving the changes.

You can also create a completely new price list with new prices. In these cases, it is important to remember to change the price list to the desired projects for use.

Depending on your company's internal practices and guidelines, you might want to reset flextime calculation at the turn of the year. This can be done via settings by editing the flextime calculation start date.

Before resetting flextime calculation, it is recommended to report flextime balances using the Users report.

It is also possible to adjust user's flextime manually through User management. You can either add flextime to the user through flextime adjustment, or reduce flextime with a negative amount if needed.

1. Go to Settings > Time & Expenses > Flextime calculation > Flextime calculation start date
2. Set a new date from which flextime calculation starts
3. After making the change, you must recalculate the flextime for all users

When for example the amount of employee's daily hours changes, you must create a new work contract with the new details. When creating a new work contract, you can either keep flex hours from the previous contract or start flextime from zero.

Below are listed all changes that require creating a new work contract to ensure that none of the user's existing entries or data are updated retroactively and cause potential errors.

Field	Description
Cost per hour	All existing work hour entries that are part of this work contract, including approved and invoiced ones, will be updated with new cost per hour. This means that project margin will change.
Daily hours	Expected daily hours will be updated for the period of this work contract. Employee's existing flextime and resource allocations will be affected.
Daily flextime limit	Daily flextime limit will be updated for the period of this work contract. Employee's existing flextime will be affected.
Contract start date	Contract start date will be updated for this work contract. Employee's existing flextime and resource allocations will be affected.

1. Go to Settings > User management.
2. Select the employee whose contract you need to change.
3. Navigate to Employee settings > Work contracts.
4. Click New work contract.
5. Enter details for the new contract.
6. Choose if flex hours are kept from previous work contract. Note that resetting the balance to zero cannot be reverted after saving the contract.
7. Click Save.
8. For employees with flextime, click Recalculate flextime after saving the new contract.

If for example your company's billing details or the need for user licenses changes at the turn of the year, you can manage these changes on the Subscription page.

Checking the number of user licenses and making necessary changes is important before the new billing period begins. To check your subscription details and make changes, go to Settings > Subscription.

Access to the Subscription page requires Admin permissions to Edit settings and manage subscription & features. See more detailed instructions for subscription management here: Subscription.

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