The module enables your clients to order and monitor products with a chosen number of hours that can be spent on performance of your services.
Additionally, you can offer your customers prepaid hours and incidents as well as manage tasks connected to specific support tickets.

We will guide you step by step through the whole installation and configuration process.

Note: You can check current PHP version in your WHMCS. To do so proceed to 'Utilities' → 'System' → 'PHP Info'.

The content of PHP version files should look like this.

File is located in 'modules/addons/TimeTaskManager/license_RENAME.php'. Rename it from 'license_RENAME.php' to 'license.php'.

Enter your license key between quotation marks as presented on the following screen. You can find your license key in your client area → 'My Products'.

Log in to your WHMCS admin area. Go to 'Setup' → 'Addon Modules'. Afterwards, find 'Time & Task Manager' and press the 'Activate' button.

To do so, click on 'Configure' .
Afterwards, choose whether to allow billing for mileage and decide to whom emails should be sent by defining their type (System/Account/Support/None).

You can also set default settings for a task time entry created directly from ticket - these are the hourly rate, mileage rate, status, urgency, and the extra hourly rate.
This way your support operator will need neither to have access to the module nor to create a task with custom settings and rates.

Next, assign permissions to admin roles in your system, you can grant 'Full Privileges' and 'Operator Privileges'.
'Full Privileges' (1) grant access to all tabs of Time & Task Manager addon.
'Operator Privileges' (1) grant access for the admin roles to the tabs chosen in the 'Operator Access Control'.
'Operator Access Control' (2) defines tabs to which operator should have access to.
Afterwards, give 'Access Control' (3) to required admin role groups and press 'Save Changes'.

You can use variables listed under the help sign to define invoice description, each invoice description allows different set of variables.

{$admin_name}
{$task_name}
{$entry_date}
{$entry_hours}
{$entry_description}
{$entry_raw_hours}
{$entry_raw_description}

Invoice Description Format (Prepaid):
{$prepaid_hours_used}
{$used_prepaid_hours_value}
{$prepaid_raw_hours_used}
{$prepaid_raw_minutes_used}

Invoice Description Format (Mileage):
{$entry_mileage}
{$mileage_value}

You can access your module in 'Addons' → 'Time & Task Manager'.

Our module allows you to easily add and track progress of the tasks ordered by your clients while your staff members are able to easily report time spent on each of them.
Additionally, you can manually bill your clients for the time already spent on their tasks or use cron job to do it automatically.
Owing to integration code, you can even display current status of tasks assigned to clients in their client area, as well as show them the amount of prepaid hours & incidents they own.

Afterwards, you can sell those hours to your clients using provisioning module.

To do so, proceed to 'Setup' → 'Custom Client Fields'. Fill in its name, choose 'Text Box' as your 'Field Type' .
Additionally, you can ensure that only numerical values will be placed there.
Copy the regular expression shown below into the validation field as presented on the following screen.

^[0-9]*$

Now, mark the 'Admin Only' checkbox and press 'Save Changes'.

The only difference is placing 'incident' into the 'Select Options' field.

Afterwards, fill in a predefined price per hour for the previously created custom field and press 'Save Changes'.

To set up your first product, proceed to 'Setup' → 'Products/Services' → 'Products/Services'.
Press 'Create a New Group' to create a new product group or use existing one instead.

Now, go to the 'Module Settings' tab.

Afterwards, fill in the amount of prepaid hours and incidents this product will grant to clients and press 'Save Changes'.
If you select option 'Delete Hours On Renew' - unused hours from a past billing period will be deleted.
In other words, if a client does not use all the purchased hours they are not added to the hours purchased from the renewed period, their number is reset instead.

Note 1: Prepaid hours can be used to pay for the tasks using the same prepaid hour type.
Note 2: Prepaid incidents can be used to offer one time support services.
Once a task using Incidents is created, they are removed from the client's account.

Additionally, from here you can create the tasks ordered by your clients, track the time spent on them and bill your clients accordingly.

Additionally, you can add a note to this client.
Select status 'Active' or 'Inactive' and press 'Add Support Client' to confirm and save this account.

Press 'Add New Task' to create a new task.

Afterwards, define a payment for each hour spent on this task by selecting from 'Charge From Prepaid Hours' or filling in price into 'Hourly Rate'. Here you can also set up an
'Extra Hourly Rate' to have a wider choice when charging clients. Then you may select special prices to charge for some extra services, these provided in shorter time
or for any other reason you might have.

You can choose from three types of mileages:

• Billable - client will have to pay for mileages
• Reference - client will be able to see only mileages done, no payment required
• Internal - only administrators will be able to see mileages reported by your staff

Press 'Add Task' when ready.

Each time you enter the 'Work Sheet' tab, a form to create a new entry will be already open.
Start by selecting a support client and a task. As soon as you choose the client, the tasks concerning them will be listed.
Afterwards, fill in the number of hours spent, mileages traveled and a description.
Billable entries can be added to queue so they will be shown on the customer's invoices.
Otherwise, they will not be included until the administrator accepts them from the entries list or by manually changing their 'Billable' status to 'Yes' .
Create an entry through pressing 'Submit New Time Entry'.

In order to display tasks from the other day, select it in the calendar as shown on the following screen.

As you can see, here you can find billing for a single time entry with detailed information about each of them.
You can find specific ones through using the filters marked on the following screen.
Filters allow you to display the time entries from specified time period as well as display only those assigned to a selected support client.

Start by filling in the correct time period and choose Kate Cole from the 'Support Client' dropdown menu and press 'Refresh Filters'.

If you wish to display entries that are not schedulded cron jobs, tick the 'Only Not Queued' box.
Mark the checkbox as shown on the following screen to mark them all at once.
Now, press 'Invoice Now' to generate invoice for the selected time entries.
You can also press 'Add to Queue' which will add the selected entries to the cron queue.

Note: Prices inside of the addon are displayed basing on the default WHMCS currency.
Invoices are converted to currencies used by your clients basing on conversion rates defined in your WHMCS system.

Proceed to the 'Reports' tab to do so.
Now, fill in a report name, date range and select the client you wish to generate the report for.
Select the order of tasks: by date or according to task order.
Next choose the elements you want to be displayed in the report.
Confirm through pressing 'Generate PDF Report'.

1. To alter cron behavior, choose the desired option from 'Cron Billing Action' as shown on the following screen.
Note 1: If there are at least two time entries bounded to the same client, a single summary invoice for that client will be created.
Note 2: In order to apply tax to such an invoice, mark 'Billable Items' at your tax rule.
2. It is possible to enable the 'Auto Credit Applying On Invoice Generation' option for invoices created by the module, regardless of the WHMCS settings.
3. Enable the 'Zero Invoices For Prepaid Entries' option to generate an invoice with 0.00 total that will serve as the confirmation of prepaid hours utilization.

There are two columns similar to each other, 'Data' and 'Old Data'.
In 'Data' column you can find details referring to the time after ordering logged action.
While 'Old Data' contains the data from the time before ordering logged action if there were such.

Read more about this option here.

Those tasks can be used to instantly create new tasks during creation of a work sheet entry.
Press 'Add New Predefined Task' to proceed.

Additionally, choose prepaid hours (optional), mileage type and the initial status of the task.
Press 'Add Predefined Task' to save it.

As you can see on the screen below the only difference is the direct link to the ticket.

There are also options to 'Start Counter' (if it was not started automatically) , 'Show Report' and 'Add Time Entries' .
This means that a previously created task is assigned to a ticket.

In this way, the support operator may still add entries, but without the possibility of modifying the rates or even access to the Time And Task Manager addon.
Moreover, these entries will also have the 'Billable' status set to 'No' by default, so they will be billed on the customer's invoice only after the administrator's approval.

In the top right-hand corner of the tab there is also a current balance of either available or exceeded hours.

By default, it will move your clients to the order form of the provisioning module selected in the Time & Task Manager For WHMCS addon.
To change it move to the Integration Code section.

If any part of this workflow seems unclear to you, please make sure you have read carefully the rest of this documentation firstly.

Fill in 10 into 'Development Hours' field in 'Module Settings'.

As soon as the product was activated, he received 10 prepaid development hours.

You went to 'Addons' → 'Time & Task Manager' → 'Tasks' and created a new task for this client concerning his request.
The task was named 'Development Work'.

Of course you have added time entry at the 'Work Sheet' tab reporting to your client that you have spent 2 hours on the 16th, July.

• 6 hours spent on 17th, July
• 8 hours spent on 18th, July
• 2 hours and 30 minutes spent on 21st, July

'Note: In order to report for example 2 hours and 30 minutes fill in 2.50 into 'Hours' field at the time entry.

You had set up 'Operator Privileges' for John Smith, therefore he could not close the task by himself.
He told you that task was closed, therefore you edited the task and changed its status to 'Closed'.

To do so, you have gone to 'Billing' tab and chosen 'Tim Black' from support client filter.
Additionally, you set up time period filter to be wider than 16th - 21st, July.
4 time entries were shown, so you have marked them all and pressed 'Invoice Now' at the bottom of the page.

The task is using 'Development Hours' prepaid hours and Tim has 10 prepaid hours of this type.
Therefore, he still has to pay for 8 and a half an hour of development work.

• 2 hours on 16.07 - no payment required (8 prepaid hours left)
• 6 hours on 17.07 - no payment required (2 prepaid hours left)
• 8 hours on 18.07 - payment for 6 hours required (0 prepaid hours left)
• 2 hours 30 minutes spent on 21.07 - full payment required

Invoice on 340$ will be generated for Tim Black.

Therefore, it shows only a little part of Time & Task Manager For WHMCS possibilities.