Objective #
This SOP outlines the steps to create and manage invoices using the Off-Duty Blue application, ensuring accurate billing and record-keeping.
Key Steps #
1. Access the Administrator Dashboard 0:00
- Log in to the Off-Duty Blue application.
- Navigate to the main administrator dashboard.
2. Open Existing Detail or Create New Detail 0:17
- To create an invoice, either:
- Open an existing detail by selecting it from the calendar and clicking the ‘edit’ button.
- Or, click ‘Add New Detail’ to create a new entry.
3. Enable Billing for the Client 0:39
- On the detail creation page, check the ‘Billable to a Client’ checkbox.
- Associate the detail with a specific client.
4. Generate Time Sheets and Invoice 0:57
- Ensure ‘Generate Time Sheets’ is checked.
- Click ‘Generate Invoice’.
- Finally, click ‘Save Event’.
5. Officer Punch In/Out 1:15
- Officer Time sheets,where they can punch in and out, will appear in their officer app or mobile app 30 minutes prior to the event
- They can adjust their punch times if necessary on the timesheet or in the timesheets tab in their main menu.
6. Approve Submitted Time Sheets 1:47
- Check the ‘Time Sheets Pending Approval’ section on the dashboard.
- Approve time sheets in bulk or individually by reviewing details using the eyeball icon.
- If timesheets are submitted incorrectly, Administrators can edit them on behalf of the officer before approval.
7. Invoice Generation Trigger 2:17
- Once time sheets are approved, invoices will be automatically generated and displayed on the dashboard.
8. Access and Manage Invoices 2:26
- View the latest five invoices on the main dashboard.
- For older invoices, click the ‘Invoices’ tab to search by invoice number or filter by client.
9. Review and Download Invoices 2:41
- Select an invoice to view its summary.
- Download a copy as a PDF or void the invoice if necessary.
10. Email Invoices to Clients 3:14
- If everything is correct, email the invoice directly to the client.
- The system logs the email details for future reference.
Cautionary Notes #
- Ensure all details are accurate before generating invoices to avoid discrepancies.
- Double-check the time sheets for any unusual entries before approval.
Tips for Efficiency #
- Familiarize yourself with the dashboard layout to navigate quickly.
- Use the search and filter functions to find invoices efficiently.
- Regularly check for pending time sheets to keep the invoicing process timely.
