An Activity Report (AR) is a document that binds you to your Client. It includes the number of working units worked, any expenses or overtime incurred, and an evaluation of the service provided. Its validation is indispensable to trigger invoicing. In this article, we will look at how to approve it and correct it if necessary, for a Time and materials project, to ensure that you receive payment in a timely manner.
Within this article
- Impact of the Activity Report (AR)
- Remind Consultants who have not yet submitted their AR
- Verify and approve the Activity Reports submitted by your Consultants
- Correct a mistake on an Activity Report
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Impact of the Activity Report (AR)
The AR should be validated at the end of each month of a project because it is essential to generate the billing voucher (BV)/invoice and therefore trigger the payment process.
| Any delay in the validation of an AR leads to a delay in the invoicing and therefore in your payment. |
To ensure that you receive your payment in a timely manner, we recommend that you respect the following dates:
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You may follow the progress of the validation process in the Validation Steps section on the right of the AR page. You may also have an overview of the status of the ARs within your scope by clicking on Display Activity Reports and Billing Vouchers on the Activity Report/Invoices tab and using the Status column. |
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Remind Consultants who have not yet submitted their AR
You can remind Consultants who have not submitted their AR, directly from the platform. To do so:
- Go to the Activity Report/Invoices tab and click on Display Activity Reports and Billing Vouchers
- For the ARs with the status To be submitted by the Consultant, you can send an email reminder via the action menu
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- either by clicking directly on Send a reminder
- or by clicking on View the Activity Report, then on Remind the consultant
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Verify and approve the Activity Reports submitted by your Consultants
Here are the steps to verify and approve the ARs submitted by your Consultants for a Time and materials project:
- Go to the Activity Report/Invoices tab and click on Display Activity Reports and Billing Vouchers
- For the ARs with the status Submitted by the Consultant, click on View the Activity Report in the action menu
3. Verify the information filled in by the Consultant in the summary located on the right-hand side of your screen, called Summary of the Activity Report
4. Project details (optional): click on this section to see the elements added by your Consultant and/or if you need to add complementary elements to the AR:
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- Documents and deliverables: share the documents produced during the month for the project
- Expenses: add the expenses incurred during the month (lunch, travel, equipment rental) indicating the amount including taxes, and with their receipt
- Adjustment: if there was a mistake made on the Activity Report of the previous month (e.g.: one day's overpayment), indicate the number of working units to add or deduct
- Overtime: please indicate the total amount excluding taxes of the overtime
5. Monthly report of my activity (optional): You can see here the feedback of the Consultant about the project
6. Breakdown of the projects (if applicable): You will see this section if the premium feature Project Breakdown has been activated by your Client. In this case, verify the information entered by the Consultant about the time spent on each part of the project.
7. Eventually, check again the information summarized in the Summary of the Activity report section to see that your modifications has been taken into account.
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- If all the information is here and correct, click on Approve the Activity Report. In this case, the AR is no longer editable, and the Validation Steps have been updated. Your Client will be notified that it is their turn to validate the AR.
- If some information (like the information in the calendar) is not correct, click on Reject the Activity Report, then check the box for the reason of your refusal and click on Confirm refusal. The AR will be sent again to the Consultant who will be able to correct it and submit it again, for your approval.
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The invoice is automatically generated only after the validation of the Activity Report by your Client. |
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Correct a mistake on an Activity Report
If you have approved an Activity Report, but you realize after that there is a mistake or a change to be made, two scenarios are possible:
- Your Client has not yet validated the Activity Report: in this case, we recommend you contact them so they can refuse the Activity Report on the platform. The AR will be sent to the Consultant again, so they are able to correct it and submit it again, for your approval.
- Your Client has already validated the Activity Report*: in this case, the invoice has already been generated automatically, and the Activity Report can't be modified anymore. We recommend you make an adjustment on the Activity Report for the following month. To do so, when verifying the AR:
- Click on Project details
- Click on Make an adjustment
- With the toggle button, indicate if you wish to add or deduct a number of working units and enter the number
- Add, if relevant, a comment and/or documents to contextualize this adjustment, then click on Add
*If it was the last month of your project, your Client can contact our Support team.