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 project. Its validation is indispensable to trigger invoicing. In this article, we will look at how to fill it in, submit 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)
- Fill in and submit your Activity Report
- Correct a mistake on your Activity Report
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Impact of the Activity Report (AR)
The AR should be validated at the end of each month of your project because it is essential to generate the billing voucher/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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On the right side of the AR page, in the AR Summary section, you can see the status of your AR, and the validation process is also summarized in the section below, entitled Validation Steps. |
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Fill in and submit your Activity Report
Here are the steps to fill in and submit your AR for a Time and materials project:
- Go to the tab Activity Report/Invoices and click on My Activity Report
- On the calendar that appears, enter the number of working units worked. You can specify them per day by clicking on the individual (+) or (-) buttons, set up a full week by going to the
icon under the number of the week, alternatively, configure the whole month by clicking on Modify the whole month in the upper right of the calendar. You can check that your updates are applied by having a look at the summary on the right of your screen, called Summary of the Activity Report.
- Specific details to be completed (optional): if you need to add complementary elements to your AR, click on the toggle button Add details to the project to display the corresponding fields.
- Documents and deliverables: share the documents you have produced during the month for your 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
- Monthly report of my activity (optional): You can describe here the deliverables of the month that you have attached. You can also rate, thanks to the star-rating icons, the interest, the working atmosphere as well as the visibility of the project, and leave a public comment as feedback. This allows other providers to see what a project with your Client looks like.
- 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, you need to indicate the time spent on each part of your project. To do this:
- Look for the project code in the list or write it in the search bar and click on Add this code
- Indicate the number of working units spent on this project and leave a comment
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The sum of the working units associated to the project codes must be equal to the number in the AR calendar. |
6. Eventually, check the information summarized in the Summary of the Activity report section on the right of your screen, and click on Submit this Activity Report.
Your AR is no longer editable, and the Validation Steps section has been updated. Your Client will be notified that it is their turn to validate the AR.
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The invoice is automatically generated only after the validation of the Activity Report by the Client. |
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Correct a mistake on your Activity Report
If you have submitted your 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 for them to refuse your Activity Report on the platform. You will then be able to submit the AR again, after modifying it.
- 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 when submitting the Activity Report for the next month. To do so:
- Go to the tab Activity Report/Invoices and click on My Activity Report
- Click on the Add details to the project toggle button
- Click on Make an adjustment
- With the toggle button, indicate if you wish to add or deduct working units and indicate 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.