Quick start

1. Check the active organisation under Admin → Organisations.
2. Complete organisation setup first: numbering, M365, quotation settings and permissions.
3. Create or verify users under Admin → Users.
4. Create clients first, then projects.
5. Register hours in Time tracking.
6. Approve weekly entries and then export in Export.
7. Create quotations in Quotations → New quotation when needed.

Organisations

Manage organisation details and all organisation-wide settings on one page. The selected organisation in the dropdown is the organisation you are editing.

• The page is split in accordions: Organisation details, Atmosphere image, Prefix settings, Quotation settings, Permissions, Microsoft 365 connector and Tripletex connector.
• Store organisation name, organisation number, country, address, postcode, city, contact email, phone, website and bank account.
• For Norwegian organisations you can use Fetch company data to import the organisation details once.
• MVA status plus MVA from date are used for VAT logic. If registry data provides MVA date, manual input is locked.
• Prefix settings control automatic numbering for client IDs, project IDs and quotation IDs.
• Quotation settings include default validity and optional attachment documents that can be toggled per send action.
• Permissions define member access for client/project actions, quotation overview/export and time reopen actions.
• Microsoft 365 connector stores the settings used to send quotations by email through Microsoft Graph.
• Deleting an organisation also deletes related users, clients, projects, quotations, time entries and audit trail references.

Number generators: when a prefix and next number are filled in, the create form will auto-fill the public ID and lock manual editing. If the generator is empty, the field stays free to type.

Branding

The branding page defines both the online quotation look and the PDF look. Organisation data remains the source; branding controls layout and visibility.

• Upload a quotation logo and choose left, centre or right placement.
• Control logo width, full-width mode, font family and font size.
• Set Online accent colour, Online title text colour and Online title background opacity (%).
• Set PDF accent colour separately.
• Choose where the customer address is placed in the quotation.
• Choose which organisation details are shown, such as name, address, country, email, phone, company number, website and bank account.
• Use Refresh PDF to regenerate the preview with current settings.

Important: the organisation card is the leading source for company details. Branding only decides layout and visibility.

Users and permissions

Users belong to an organisation. Permissions define what a member is allowed to do. Admin and owner roles have wider access than a member.

• Users can be active or inactive.
• Users see the active organisation in the sidebar profile area.
• On first login, a user without a password is asked to create one.
• Members can only edit what their assigned permissions allow.

Permissions currently supported: create clients, edit clients, create projects, edit projects, view quotation overview, export accepted quotations, reopen approved/exported hours, and view all quotations in organisation.

Clients

Use this module to manage client data for quotations, time entries and export. The client editor opens inline at the top of the page.

• Store Client ID, company name, organisation number, country, currency, VAT code, address, postcode and city.
• Fetch company data opens a selection popup so you can choose the correct company before filling the form.
• Country determines the available currency and VAT options.
• The MVA registered checkbox next to VAT code controls Norwegian VAT behaviour on that client.
• You can configure two hourly-rate periods with active from and valid until.
• Clients can have multiple contacts, including one marked as the preferred quotation recipient.
• Inactive clients are shown in the collapsed inactive section.

Quotations: when you send a quotation, the preferred quotation contact is selected first automatically.

Projects

Projects are always linked to an existing client.

• Enter project name, client and start date (required).
• End date is optional and helps determine whether the project is active.
• When creating a new project, client is intentionally not preselected.
• For automatic project ID numbering, configure it in Organisations → Prefix settings.

Time tracking

Register hours per client and project with work description and internal note. The time form stays inline on the page and the weekly and monthly totals are shown underneath.

• You can work with from/to times or enter hours directly.
• If a client has no projects, the project field is disabled.
• Entries are grouped per week and month with totals.
• Workflow per entry: Open → Approved → Exported.
• Only owner/admin can approve a week or move exported entries back when needed.
• Open time entries can still be edited or deleted.
• Clicking the pencil action scrolls to the top edit form automatically.

Quotations

Quotations are split into an overview page and a dedicated new quotation page. The new quotation page contains the form on the left and a collapsible PDF preview on the right.

• Create a quotation with quotation ID, title, client, quotation date and validity period.
• The validity dropdown supports 7, 14 or 30 days and follows the organisation default.
• Quotation lines support quantity, amount, VAT handling, optional lines and grouped sections.
• Add group creates a bold section title plus an intro text above the lines that belong to that section.
• Preview is available from both top and bottom Preview PDF buttons in the editor.
• Saved quotations can be sent by email through the Microsoft 365 connector.
• Recipients are selected from saved client contacts, and optional organisation attachments can be toggled per send action.
• Overview actions support workflow-aware operations such as send, revise, copy, export and delete (depending on status).
• Decision trail and quotation history are visible in overview for full traceability.
• Dutch quotations automatically include the Norwegian VAT Act section 6-22 note in the footer.

Public quotation page: customer sees logo and sender info, confirms with full name/company/email, and can accept or reject online. IP is stored as part of acceptance trail.

Export

Use this page to create Tripletex export files from approved entries.

1. Select a month using the month buttons or choose the period manually.
2. Set the starting order number.
3. Click Load preview first to check the output.
4. Then click Export Tripletex.

• Changing the from date updates the to date to the end of that month automatically.
• The preview table shows the rows that will go into the Tripletex export file.
• Only entries with status approved are included.
• After export, entries automatically become exported.
• Admin can move exported entries back to approved if needed.
• Export includes a COMMENTS column built from internal notes in the batch.

Exchange rates

Exchange rates are stored per month and are used when BillyTime shows NOK equivalents alongside EUR totals.

• The app syncs monthly baseline rates from Norges Bank automatically.
• The monthly rate remains editable if you want to override the fetched value manually.
• The stored rate is then used consistently for monthly totals and previews.

Audit log

The audit log records important changes across the application.

• Use it to see who changed important records and when.
• This is especially useful for quotation workflow changes, organisation settings, exports and feedback submissions.

Feedback

Use the Feedback button in the top-right header (next to the ? manual button) to report issues quickly.

• Write your message and optionally attach one screenshot.
• Feedback is sent by email using organisation mail settings.
• The current page URL and current view are included automatically to speed up troubleshooting.

Troubleshooting

Use this quick checklist when something does not work as expected.

1. Check active organisation first: many issues are caused by being in the wrong organisation context.
2. Check role and permissions: if a button/action is missing, verify role (Admin/Owner/Member) and member permissions in Organisations → Permissions.
3. Check item status: workflow actions depend on status (for example quotation draft/sent/accepted or time entry open/approved/exported).
4. Check required relations: projects require a valid client; time entries require a client and may require an active project.
5. Check external connectors: for mail and exports, verify Microsoft 365 / Tripletex settings in the organisation profile.

Still blocked? Send feedback from the header button and include a screenshot. This automatically includes page/view context.

Session and security

• Default session: 10 hours.
• Remember me extends login to 45 days.
• Switching browser tabs does not log the user out.