Getting Started
Initial Setup
Follow these steps to set up your Zhatva account and start managing your billing:
1 Create Your Firm
After logging in, create your firm profile with your business name and default currency (USD, EUR, GBP, etc.).
2 Add Team Members
Invite users to your firm and set their billing rates. Each user can have a different hourly rate based on their role.
3 Create Clients
Add your clients to the system. Each client can have their own default currency for billing.
4 Set Up Projects
Create projects under each client. Choose the project type based on your billing model.
Tip: Start with a test project to familiarize yourself with the workflow before setting up real client projects.
Understanding Project Types
| Project Type |
Description |
Use Case |
| Time & Materials |
Bill for actual hours worked at user billing rates |
Consulting, hourly development work |
| Fixed Price |
Fixed total price with milestone tracking |
Website builds, fixed-scope projects |
| Non-Billable |
Internal projects with no client billing |
Internal R&D, training, administrative work |
Time Tracking
Recording Time Entries
- Navigate to Time Tracking: Access the time entry grid from the main dashboard
- Select Date and Project: Choose the work date and project/activity
- Enter Hours: Input hours worked (supports decimal format, e.g., 7.5 hours)
- Add Description: Briefly describe the work performed
- Save as Draft: Your entry is saved and can be edited later
Time Entry Workflow
Draft
Initial state - you can edit, delete, or submit for approval.
Submitted
Waiting for manager approval. You cannot edit while in this state.
Approved
Approved by manager and ready for billing. Cannot be edited.
Invoiced
Included in a client invoice. Permanently locked.
Important: Once time entries are invoiced, they cannot be modified. Always review carefully before submitting for approval.
Expense Management
Recording Expenses
Zhatva makes it easy to track project-related expenses:
- Create Expense: Click "New Expense" and select the project
- Upload Receipt (Optional): Take a photo or upload a PDF receipt
- OCR Processing: If enabled, Zhatva will automatically extract amount, date, and vendor
- Verify Details: Confirm or edit the extracted information
- Categorize: Select category (Travel, Meals, Software, etc.)
- Submit: Submit for approval when ready
Multi-Currency Expenses
If you incur expenses in a foreign currency:
- Enter the expense in the original currency
- Zhatva will automatically convert to the project currency using current exchange rates
- Both original and converted amounts are stored for audit purposes
Tip: Take receipt photos immediately to avoid losing them. You can upload and submit for approval later.
Invoicing
Generating Invoices
- Select Client: Choose the client to invoice
- Select Date Range: Pick the billing period (e.g., monthly)
- Review Unbilled Items: Zhatva shows all approved time entries and expenses
- Generate Draft: Create a draft invoice with all unbilled items
- Review and Adjust: Add/remove line items, apply discounts, set tax rates
- Issue Invoice: Finalize and mark as "Issued" to send to client
Invoice States Explained
| Status |
Description |
Can Edit? |
| Draft |
Fully editable, not yet sent to client |
Yes (all fields) |
| Issued |
Sent to client, partially editable with audit trail |
Limited (due date, discount only) |
| Partially Paid |
Some payment received |
Limited |
| Paid |
Fully paid, locked permanently |
No |
| Overdue |
Past due date, awaiting payment |
Limited |
| Cancelled |
Cancelled, locked permanently |
No |
Making Changes to Issued Invoices
After an invoice is issued, you can still make limited changes:
- Update Due Date: Extend payment deadline (requires a reason for audit trail)
- Apply Discount: Add goodwill or negotiated discounts (requires a reason)
Important: All changes to issued invoices are logged in the audit trail with user name, timestamp, and reason. This ensures transparency and compliance.
Best Practices
Time Tracking
- Log time daily rather than at the end of the week for better accuracy
- Use clear, client-friendly descriptions (avoid internal jargon)
- Submit time entries for approval by end of week
- Review rejected entries promptly and resubmit
Expense Management
- Upload receipts immediately to avoid loss
- Always verify OCR-extracted data before submitting
- Use consistent categories across your team
- Get client approval for large expenses before incurring them
Invoicing
- Generate invoices on a consistent schedule (e.g., 1st of each month)
- Review draft invoices carefully before issuing
- Include clear payment terms and due dates
- Follow up on overdue invoices promptly
- Use the audit trail feature to document any post-issuance changes
Period Close
- Close accounting periods monthly or quarterly
- Ensure all time and expenses are approved before closing
- Generate all invoices for the period before closing
- Once closed, the period is locked and cannot be edited
Getting Help
Support Resources
- In-App Help: Click the "?" icon for contextual help on any page
- API Documentation: View API Documentation for developers
- Email Support: [email protected]
- Community Forum: Join discussions with other users
Tip: When contacting support, include your firm ID and relevant invoice/time entry IDs for faster resolution.
Back to Home