Do you ask your customers to pay upfront? Do you then deduct the time spent on that project to ensure your customer doesn't pay too much? Prepaid time tracking might be your thing!

Note: This feature is not activated for every account by default. If you'd like to use this feature, simply send an email to our support. Our support team will then happily activate this feature for you, free of charge!

1. How to set up prepaid time tracking?

1. As soon as the feature has been activated, you'll see three dots next to the time tracking section 'Unbilled time spent' for each contact and company.

2. Once you click on the three dots, the following screen will allow you to enter the remaining credits for this contact/company.

3. These credits will then be displayed in this part of the CRM.

4. You can also select 'Automatic invoicing'. This means that Teamleader Focus will automatically generate an invoice as soon as the credits for this contact/company fall below a certain minimum. Note that the invoice will only be generated in the following night.

5. Once you've set up the credits, you can start tracking time for this customer. More information on time tracking can be found here.

6. Tracked time will not be deducted automatically, you'll need to authorize this first. To do so, tick the time trackings you'd like to deduct and click on 'Actions' > 'Authorize'.

Note: Can't find the button 'Authorize' anywhere? Simply navigate to 'Settings' > 'HR' and click on the three dots next to your profile. Then set the slider next to 'Authorisation for time tracking' on yes.

2. Prepaid time tracking report

The customer might ask you for an update on the amount of credits you have been using while you were working on a project. You can easily do this by exporting the prepaid time tracking report:

  • Go to the customer's page and click on the three dots next to company/contact information > Download report > Export prepaid log. Afterwards you can send this report to your customer. 
  • This report will give you and your customer a clear overview of how many credits have already been used.