In this article, you will read how to set up the integration with selfbilling.
Note: This integration is available in the Advanced and Professional packages.
Before getting started, ensure you have an active account and subscription at Selfbilling.
About Selfbilling
Selfbilling is a platform that automates the process of 'self-billing'. In this process, the client prepares the purchase invoice on behalf of the supplier or freelancer. By connecting TimeChimp, registered activities are seamlessly synchronized for flawless handling of the purchasing side.
Installation and Support
The installation and onboarding are fully managed by Selfbilling, as they have developed and maintain this integration. TimeChimp does not manage the connection itself. For more information regarding the setup or technical questions, please contact Selfbilling directly via info@selfbilling.com.
Setting up a Contractor in TimeChimp
The first step is to configure the employee in TimeChimp so they are recognized as a contractor.
Go to the HRM module and select the relevant employee.
Activate Contractor: Switch the 'Contractor' toggle to on. This makes the employee visible for the integration.
Personnel Number: Fill in this mandatory field; it is essential for synchronization.
Rates: Create a contract for the purchase rate. If the rate varies per project, activate the option 'This is a self-billing project' within the project and choose the method 'Subsequent calculation per employee hourly rate'.
Supplier Details: Under the 'Self billing' tab, enter the IBAN, VAT, and company details of the supplier.
Approving Registrations
Once the contractor is set up, they can be linked to projects. Subsequently, hours, expenses, and mileage can be registered. Before this data can be synchronized to selfbilling, you must ensure that the registrations are approved in TimeChimp.
Approval App: Ensure this app is enabled via Settings (gear icon) > App Center and activate 'approve'.
Status: Only registrations with the status 'approved' are retrieved by Selfbilling.
Check: Check the reports to ensure all hours are correctly assigned to the right tasks/projects with the correct purchase rate for the contractor.
With the 'Internal' approval flow, only the internal status needs to be 'Approved'.
With the 'External' approval flow, only the external status (customer status) needs to be 'Approved'.
With the 'Internal > External' or 'External > Internal' approval flow, both internal and external statuses must be set to 'Approved'.
With these preparations, you are ready to synchronize the registrations to selfbilling.
Activating and Synchronizing the Integration
The actual synchronization takes place from the Selfbilling environment.
Log in to Selfbilling.com and navigate to the 'Synchronize' page.
Click the 'Synchronize' button to retrieve the approved data from TimeChimp.
Log Check: Check the status of the import.
Green checkmark: Everything went well
Orange exclamation mark: There is a warning, but usually no problem.
Red exclamation mark: An error occurred. You will receive an email from selfbilling with an explanation, or you can download the log for more details.
If everything went well, an employee (contractor), supplier, and project have been created in selfbilling, synchronized from TimeChimp. The approved registrations have also been retrieved and are visible in selfbilling on the 'invoicing' page.
Creating Purchase Invoices
Once the data is in Selfbilling, you can start the invoicing process.
Go to the 'Invoicing' page on selfbilling.
Select the registrations you want to invoice.
Ensure the invoice type is set to 'Purchase Invoice'.
Start the invoice run to definitively generate the purchase invoice.
The invoice is then created and can be found in the invoice report of selfbilling.
Status Changes in TimeChimp
After successful processing, the statuses of the registrations in TimeChimp change automatically:
Synced: The registration has been successfully synchronized to Selfbilling.
Selfbilled: The registration has been definitively invoiced.
Note: It is important that you no longer adjust or delete registrations with the status 'Selfbilled' in TimeChimp to prevent discrepancies in your administration.
Automating Synchronization
Selfbilling offers the possibility to automate synchronization via their 'Task Planner'. This makes the process easier and prevents manual synchronization.
Problems with Synchronization?
If something has not synchronized correctly, you can go to the 'Synchronize' page and edit the synchronization. If necessary, set the date back to an earlier date and try again. If this does not help, you can contact the support team at selfbilling for further assistance.