Product Requirements Document (PRD): Task Hour Billable and Enhanced Expense Reporting System
Objective
Streamline financial tracking in Agency Handy by enabling task billability differentiation, automating expense entries, and providing an intuitive expense reporting system.
Business Need
Accurate Financial Tracking: Improve revenue management with billable task hours linked to hourly rates. Expense Automation: Reduce manual effort by automating order-related expense tracking. Revenue Insights: Offer clear indicators of earnings and expenses for better financial decision-making. User Goals
Mark and track task hours as billable or non-billable. Automate expense entries for orders and paid invoices. Enable manual expense addition with detailed attribution. View earnings and expenses with detailed filters, summaries, and search options. Functional Requirements
1. Task Hour Management
Billable vs. Non-Billable Task Hours: Include a toggle in the task creation/edit modal to mark hours as "Billable" or "Non-Billable." Non-billable hours are excluded from expense calculations. Billable Hour Calculation: Multiply tracked billable hours by the hourly rate of the assigned team member. Add resulting costs automatically to the expense report under the relevant task. 2. Expense Report Enhancements
Automatic Expense Entries: Automatically add expenses for: New Orders: Amounts from orders. Paid Invoices: Mark revenue as "Earned." Order-based expenses are categorized as "Order Expenses." Expense Name (e.g., "Consultation Fee") Associated Task/Order (optional) Allow edits or deletions of manual entries. Expense Status Indicators: Paid invoices are flagged as "Earned." Differentiate billable expenses with "Billable" and "Non-Billable" tags. 3. User Interface and Filters
Net Balance (Earnings - Expenses) Columns: Expense Name, Amount, Type (Billable/Non-Billable/Order), Associated Task/Order, Status (Paid/Earned), Date, Notes. Enable search by Name, Task, Order, and Client. Type (Billable, Non-Billable, Order) 4. Integration with Invoices and Orders
Automatic Updates for Invoices: Mark invoices marked "Paid" as "Earned" in the expense report. Order-Based Expense Entries: Auto-add order amounts to the expense report upon order creation. Acceptance Criteria
Users can toggle between billable and non-billable hours during task creation or editing. Billable hours are reflected as expenses. Expense Report Functionality: Automatically generate entries for orders and paid invoices. Manual expense entries are editable and deletable. Expense report shows summaries, filters, and detailed views. Expense calculations and updates occur in real-time without noticeable delays. Future Scope
Expense Categorization: Introduce custom expense categories. Recurring Costs: Add support for recurring expenses (e.g., subscriptions). Enhanced Visualizations: Provide graphs for expense vs. earnings trends. Third-Party Integration: Sync expense data with financial tools (e.g., QuickBooks, Xero). Hourly Rate Adjustments: Support different hourly rates per task or project. Dependencies
Database Support: Ensure robust storage for expenses, tasks, and invoices. Real-Time Calculations: Implement efficient algorithms for expense and earnings calculations. API Updates: Allow third-party systems to access expense and earnings data securely. This PRD aims to enhance the overall financial oversight and task management capabilities of Agency Handy, ensuring accurate, automated, and user-friendly reporting mechanisms.
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