How does the system automatically calculate guard hours for an Invoice on the Back Office Dashboard?

The Guard Hours Calculation feature in the GuardsPro Back Office Dashboard helps accurately calculate guard working hours for invoicing based on approved time cards. This ensures precise and transparent billing by automatically using recorded regular and overtime hours to generate accurate invoices while reducing manual errors and simplifying the invoicing process.

✅Here's a step-by-step instruction to automatically calculate guard hours for an invoice from the Back Office Dashboard.

From the main menu, click on the Invoicer tab and select Invoices from the dropdown. Then, click on New Invoice to create a new invoice.

On the next screen, enter the invoice details by adding the invoice title and description. Under the Bill To section, select the client and the corresponding client post site to be billed, then enter the invoice number, invoice date, payment due date, PO/SO number.

Once the client details are added, navigate to the Products & Services section and click Add New to create a new product or service, or select an existing service from the drop-down menu that you want to bill the client for.

Automatically Calculate Billing Hours

Further system allow to calculate guard hours automatically by clicking Calculate Hours under the Quantity section. A side panel will appear.

From here, you can choose billing based on: Hours or Number of hits, Select the invoice duration, Filter by: Skills or Departments if you wish to be specific.

Once you click Calculate, the system will display:

• Regular hours

• Holiday hours

• Overtime hours

• Total hours

Select the hours that should be included in the invoice.

These hours are automatically pulled from approved Time Cards or time log entries and are based on the guards’ recorded shifts during the selected duration.

Note: To bill regular hours, overtime hours, or holiday hours separately, you must add them as separate invoice product and services by clicking Add New for each billing category.

Further, review the hours calculated by the system. The hourly rate and tax amount is automatically populated based on configured under Products & Services, and the total amount due is calculated automatically accordingly.

Once all the details are added, you can preview and edit the invoice as needed, or save it to send to the client at a later time and that's it.

If you have any more questions, please feel free to contact our support team anytime.