Jira | Invoicing board

The purpose of this Jira board is to track the invoicing process efficiently. The board is managed by the Alina Vaulina, who is the only person authorised to administer the board, delete tickets, and make other changes needed.

If any changes needed for the board, automations, or access changes – Viktoriia Khavaliuk is responsible for configuration of the board.

Structure of the board

1. Postponed

   • Contains tickets for invoices that have been delayed for any reason, and these clients will be invoiced later on. These might need further information, additional approval, or have other issues that prevent immediate processing.

2. PM Reports

   • Contains tickets that need to be filled by Project Managers with the details on the project and information on the hours worked.

3. Approve with Client

   • Contains tickets that are filled with the information needed, while the Project Manager confirms the billing amount with the client before proceeding.

4. Invoice by Alina

   • Contains tickets on the projects that are ready to be invoiced after receiving client’s approval.

5. Management Approval

   • Contains tickets with invoice attached for internal management approval. Alec, or another designated manager, reviews and approves the invoice.

6. Ready for Invoicing

   • Contains tickets approved by company management and are ready to be sent to client.

7. Done

   • Contains tickets with completed invoices. The process is finished, and the invoice has been sent to the client.

8. No Billing

   • Contains tickets that, for various reasons, will not be invoiced. These might include canceled projects or instances where no billing is required.

Invoice flow on the board

1. Ticket creation

Alina Vaulina creates a ticket in the PM reports column. This ticket represents a new invoice that needs to be processed.

The ticket includes client’s and project names as a Summary, and after the ticket is created, Alina assigns Project Manager to the ticket to fill the information needed.

2. PM fills the information

The PM takes the ticket and fills in the necessary project and invoice details.

• Project type – the PM should indicate the type of invoicing, by choosing one of the options and removing the other one.

• Rate – should contain hourly rates for the project.

• Hours total – should contain total hours spent by Che IT team on the project completion in the period indicated in the ticket summary.

• To invoice – should contain the amount of hours that need to be invoiced.

• No billing – should contain the amount of hours that are spend on the project but are covered by Che IT.

If the PM fills the information for Rief Media or One-Line, the information should be broke down by every project.

3. Client Approval

The PM moves the ticket to the Approve with Client column and coordinates with the client to get the required approvals. When the PM receives client’s approval, they should mention that in the ticket’s comments.

4. Invoice creation

After receiving client’s approval, the PM moves the ticket to the Invoice (by Alina) column.

There is no need for the PM to change the assignee, as the board is configured to change the assignee to Alina automatically when the ticket is moved to this column.

5. Management approval

Alina prepares the invoice based on the provided details and then moves the ticket to the Management Approval column for internal review.

The board is configured to change the assignee to Alec automatically, when the ticket is moved to this column.

6. Ready for Invoicing

After the invoice review and confirmation, the ticket should be moved to Ready for invoicing column.

In case when invoice needs to be edited, it should be moved back to Invoice (by Alina) column.

In both cases, the assignee will change to Alina automatically.

7. Invoicing

Alina informs the PM about the approval. The PM sends the invoice to the client and then moves the ticket to the Done column, indicating the process is complete.