Category Archives: Guides

Saasu Invoicing Step by Step Video Tutorial

Our Saasu connector is a popular feature (available in our Starter plan) and allows our customers to export their timesheets as invoices in Saasu Accounting.

We’ve put together a quick (12 minutes) video to demonstrate how to get set up with invoicing your timesheets into Saasu from your Quick Timesheets account.

This step by step guide will show you how to set up Quick Timesheets to Invoice to Saasu. We’ll show you how to set up the connector, and give you an example of three types of Invoices you can create: Time & Materials, Service Item, and Lump Sum.

Guide: How to connect Quick Timesheets to JIRA

Atlassian JIRA is a popular tool for keeping track of jobs and issues and is widely-used by project managers and software developers. In fact, we use JIRA in our own team to to keep track of new features and requests for Quick Timesheets.

While JIRA provides basic tools for tracking estimated and actual time on tasks, it has limited functionality as a dedicated time-tracking tool. For example, you may have other areas of your business (ie: non-development) who don’t use JIRA, making it difficult to consolidate your timesheets within one application.

Quick Timesheets allows your users to track time-sheet entries against your JIRA Issues so you can unify your time-tracking across your entire business.

How does it work?

This feature works by (periodically) synchronising your JIRA Issues with Quick Timesheets. The set-up does not require any effort installing server-side software or plug-ins, and should only take a few minutes of your day to get under way.

Step 1.  JIRA Configuration

Hooking your system up with JIRA is a simple matter of navigating to your JIRA instance and accessing the Administration panel’s ‘General Configuration’ section.

 

Next, locate the ‘Accept API Remote Calls’ option, and toggle it to ON. This will allow Quick Timesheets users to associate logged times with specific JIRA issues via the API, without requiring the installation of a plugin.

Step 2. Quick Timesheets Configuration

Next, return to Quick Timesheets and navigate to ‘Settings’ -> ‘JIRA’.

Check the ‘Enable Module’ check box. This will tell Quick Timesheets to enable the JIRA integration functionality.

Choose your preferred option from the ‘Input Behavior’ dropdown menu. This allows you to choose whether the inclusion of a JIRA issue ID is optional (Optional entry), mandatory (Always required), or mandatory only if a JIRA project has been associated with the client or the task (more details are below).

Provide a JIRA username and password for an account with permission to the issues you wish Quick Timesheets to be able to index.

Tip - Rather than using an account already held by a user, create a new account in JIRA with the necessary permissions. For those with limited licences, removing the newly created account from the JIRA User group will ensure that it doesn’t count toward your license limit.

Enter your WSDL URL. The WSDL URL should be in the form of https://<your-jira-domain-name.com>/rpc/soap/jirasoapservice-v2?wsdl and click Save.

A status message will be displayed, which should say ‘Connecting to JIRA’. When the sync finishes it should look something like this (refresh the page to check the status).

38 projects containing a total of 3374 JIRA Issues were successfully fetched on 2012-01-25 15:16:01 EST +1100.

Once connected successfully, Quick Timesheets will connect every hour to your JIRA server and synchronise the issues. If you need to immediately perform a sync, then click on ‘Fetch new issues’ which will perform the sync straight away.

Advanced - You can optionally specify a JIRA project for a Client or Task so that the JIRA project field is pre-populated when a user enters a time entry. You enable this functionality by entering a JIRA Project fields for your Client or Task Settings (‘Settings’ -> ‘Clients and Tasks’).

Step 3. Entering a Timesheet with a JIRA ID

Now you should be able to associate logged time back to JIRA issues by filling out the auto-indexing JIRA ID field.

When you click ‘Done’ to save your time entry, you will have successfully completed a JIRA-linked time entry.

Step 4. Searching for Time Entries by JIRA ID

It is easy to search for time entries linked to specific JIRA projects or issues by making use of the JIRA ID field on the Quick Timesheets Search panel.

Questions or Feedback?

We’d love to hear from you if you are using this feature, so please drop us an email at support@quicktimesheets.com.

Guide: How to export Quick Timesheets to iCal or Google Calendar

Guide – How to export Quick Timesheets to iCal

Want to view your Quick Timesheets in iCal or Google Calendar? It’s easy and only takes a few steps.

Here’s a quick guide on how to import your Quick Timesheets into Apple iCal or Google Calendar. For other calendaring applications the steps should be similar so this article should still serve as a guide. You can also follow the screenshots in this blog post.

Step 1. Copy your Quick Timesheets Calendar URL

Copy the Calendar URL from Settings -> User Settings -> Export Calendar.

The URL should look something like this:

webcal://yourcompany.qiktimes.com/export/21876206423516561d5b7683a0dbee899e1680b0

Step 2.  (iCal Users)

  • Open up iCal from your desktop, and click Calendar -> Subscribe.
  • Next, copy your Quick Timesheets Calendar URL into the input field and click ‘Subscribe’.

Step 2.  (Google Calendar Users)

  • From your Google Calendar sidebar (below ‘Other Calendars’), click Add -> Add By URL.
  • Copy your Quick Timesheets Calendar URL and click ‘Add Calendar’. 

And you’re done! Your calendar application will periodically synchronise with Quick Timesheets and add your timesheet entries.

Can I edit my timesheets from my calendar?

Unfortunately not, but for a reason. Because Quick Timesheets keeps track of specific information such as clients, tasks and categories, we can’t sync this information back into Quick Timesheets using the iCal format.

Got any questions or suggestions about this article? Get in touch or visit the Quick Timesheets Support Community.

Guide: How to create invoices in Saasu from Quick Timesheets

(Note: Take a look at our recently published video tutorial for exporting  to Saasu.)

If you use Saasu for your accounting you can export time entries from Quick Timesheets directly into Saasu as Sales Invoices in a few simple steps.

Here’s a quick guide on how to set up the Quick Timesheets Saasu connector. You can also follow the annotated screenshots attached to this blog post.

A few tips before you start:

  • You will need to enable web services in Saasu and provide your access key and file id (Saasu API help)
  • You will need an an Income Account configured (View Saasu Account list)
  • Note for Australian users: Default tax code is ‘G1’

Step 1. Enter your Saasu File ID and Web Services Access Key into your Quick Timesheets settings. 

You will need to enable web services in Saasu and enter your Saasu Web Services access key and File ID into the settings in Quick Timesheets from Settings -> Saasu.

You can enable and retrieve your web service key from your Saasu account from ‘Settings’ -> ‘Web Services’ . Check out the Saasu API help page for detailed instructions.

You’ll also need to tick the ‘Enable Saasu’ checkbox in Quick Timesheets to enable the connector.

Step 2. Select the time entries that you want to invoice

To create a sales invoice, use the Search page to filter and select the time entries you want to invoice, then click ‘Export to Saasu’.

Step 3. Enter your hourly tasks rates or lump sum fee

You can create invoices in Saasu in the following ways:

  • Individual items / time and materials - export each selected time entry and specify the rate per hour for each item.
  • Lump sump / fixed price - export all selected entries as a lump sum invoice and specify the total dollar amount total.

Once you have exported your time entries to Saasu, they will be automatically tagged with the Saasu invoice ID so you can keep track of what you’ve invoiced from within Quick Timesheets.

Step 4. View your invoice in Saasu

You should now be able to sign in to Saasu and see the details of your invoice.

That’s it! You should have successfully exported your Quick Timesheets entries into an invoice with Saasu.

I made a mistake, how can I re-create the invoice?

You can re-invoice times from Quick Timesheets but if a time entry has been previously invoiced you’ll be given a warning before you can proceed. Once you’re sure you want to continue, just follow the steps above.

So if your project team or consultancy are already using Saasu and you need a system to track and invoice billable time across projects, check out Quick Timesheets today.

If you have any comments or questions then just let us know and we’ll be more than happy to assist.