Work Reports (Timesheets)

Module Overview

Purpose

The Work Reports module is used for recording and reporting work performed, materials used, and related costs during service interventions at customer sites. It allows creating structured reports that can be used for invoicing.

Key Features

• Creating work reports with automatic numbering
• Recording serviced devices and equipment
• Reporting work performed with time stamps and hourly rates
• Recording materials used with prices
• Additional expenses - transportation and parking
• Digital customer signature
• Integration with CRM and HelpDesk modules
• Export to PDF and email sending
• Templates for devices, work items, and materials
• Multiple report configurations for different service types

Target Users

The module is designed for service technicians, service team leaders, project managers, and accountants. Each role has specific rights for viewing, editing, and managing work reports.

Configuration

Report Configurations

Each configuration can contain:

• Configuration name - identification of report type (e.g., "AC Service", "Electrical Installation")
• Automatic numbering - prefix, year, and suffix settings (e.g., WR2024-001)
• Company logo - display on printed reports
• Section usage - enable/disable devices, work, materials, and additional expenses
• Allowed statuses - workflow status selection
• HelpDesk integration - link tickets from selected projects
• Email templates - preset subject and text for sending reports

Templates

Create templates for faster report filling:

• Device templates - preset devices with name, type, and serial number
• Work templates - common work items with time and rate
• Material templates - frequently used materials with prices

User Permissions

• View own reports - User sees only reports where listed as worker
• View own and selected - See own and subordinates reports
• Edit own, view all - Edit own reports, view all in system
• Full rights - Complete access including creation, editing, and deletion

Recommended Role Settings

• Service technician - Edit own, view all
• Team leader - View own and selected or Full rights
• Project manager - Edit own, view all
• Accountant - View all (no editing)
• Administrator - Full rights

Working with Reports

Creating a Work Report

1. Click Create work report
2. Select customer from CRM
3. Fill in date and location
4. Add serviced devices
5. Record work performed with hours and rates
6. Add materials used
7. Add additional expenses if applicable
8. Obtain customer signature
9. Save and send by email or print

Report Sections

• Devices - Serviced equipment with type, model, serial number
• Work - Work items with description, time, and hourly rate
• Materials - Used materials with quantity and unit price
• Expenses - Transportation, parking, and other costs

Digital Signature

Customers can sign reports directly on tablet or smartphone. The signature is stored with the report.

Tips

• Use templates for frequently performed work
• Link reports to HelpDesk tickets for complete tracking
• Set up email templates for consistent communication
• Use different configurations for different service types