Bills and billables

Maintaining a fleet means costs on every task: labor, stock and other expenses. Floatist lets you record these costs on individual tasks as billables, then group them into bills for invoicing boat owners or other parties.

Task billables

Every task can have costs attached to it. These are called billables and come in three types:

• Labor: Time spent by a staff member, with optional notes. You can add multiple labor entries per task if different people worked on it.
• Inventory item: Stock used from your warehouse. When you add an inventory item to a task, it is valued at the price you paid for that unit. Units bought at a different price are kept as a separate batch, so each task shows what its stock really cost. See Adding stock and new prices and Using items on a task.
• Expense: Any other type of cost, with an amount and notes. Use this for costs that don’t come from your inventory, for example outsourced work or materials purchased on the spot.

You can add billables to a task from the task detail page, under the Add to task section.

Billables overview

The Task management > Billables page gives you a central view of all billables across your tasks, with each task’s Boat, Component and Assignees. Use this page to:

• Review outstanding billables that have not yet been added to a bill
• Filter by boat, component, assignee, or whether the billable is already on a bill
• Quickly identify costs that still need to be invoiced
• Export the list

Bills

A bill groups billables from one or more tasks into a single document that you can use for invoicing. You can create and manage bills at Task management > Bills.

Creating a bill

The quickest way is from the Task management > Billables page:

1. Filter to the billables you want to charge, for example one boat and only billables not yet on a bill.
2. Tick the labor, inventory items and expenses to include. The Create bill button shows how many of each you’ve picked.
3. Click Create bill, give the bill a name (for example, the boat owner’s name or a reference number) and optionally a description.

You can also go to Task management > Bills, click Create, and add expenses to the bill afterwards.

What a bill can include

A bill can include any combination of:

• Inventory items used on tasks
• Labor recorded on tasks
• Miscellaneous costs recorded on tasks

Each expense can only appear on one bill at a time. This prevents accidentally invoicing the same cost twice.

Bill summary

A bill automatically calculates:

• Item costs: Total value of inventory items on the bill
• Miscellaneous costs: Total of expense entries on the bill
• Total cost: Combined item and miscellaneous costs
• Total labor: Combined duration of all labor entries on the bill

Archiving bills

Bills can be archived once they have been processed. Archived bills are hidden from the default list but can still be accessed by applying the archive filter.

Export a bill as PDF

Open a bill, click the 3-dot menu, and select Export as PDF.

See Reporting use cases for a step-by-step on billing an owner at the end of the season.