Guide for subcontractors: users
How a subcontractor logs in, reports time and receives a self-billed invoice in Kleer.
This guide is for you who are a subcontractor and are going to report time in Kleer.
Reporting in the mobile app
Download the Kleer app from the App Store for iPhone or Google Play for Android.
Reporting in the web interface
Logging in
Log in at my.kleer.se with your email address and your password. If it is your first time logging in, click Forgotten your password? instead, fill in your email address and click Reset. Kleer then emails you your login details.
How does it work?
A new weekly report is created in Kleer every Monday. Every week, or every month, Kleer sends a reminder that the time report should be filled in and approved. Approval means that the time report is ready for authorisation by the respective manager.
Time reporting
When you are logged in, click Time records in the menu on the left, and then Report time.
The blue More options button at the top left is used to copy data from the previous week, either just the projects, or both projects and time.
Time worked
Press the grey Add project button under the table to add a new project to report on, if it is not already shown on the page. Then choose which activity or activities you want to report on.
Then enter the number of hours per day in the time fields. Under the blue Options button you can
switch the format between decimal numbers and hh:mm, for example if 90 minutes should be shown and entered
as 1.5 or 1:30.
What is written in the external comment field is part of the basis for invoicing and can be shown on customer invoices, but can be removed or edited by the person who is responsible for invoicing. Internal comment is only used for internal communication. If hours need to be written up or down, that is also done by the person who is responsible for the invoicing.
Save and approve
Changes are saved continuously as time is entered. Click Approve when you are completely done for the whole week.
History
Scroll down the page to see the status of each weekly report (for example Approved or Authorised, and by whom).
Calendar
The calendar to the right in the time reporting view on large screens, or via the calendar button on smaller screens, shows different colours for the status of each report: Authorised, Approved or Open.
Self-billed invoice
When the time is invoiced, typically at the turn of the month, a self-billed invoice is created and sent to your stated email address. It can be used as accounting documentation in your own accounting system. The invoice contains project, period, number of chargeable hours, price per hour, and the total excluding and including VAT.
When something is not right
I do not see any project to report on
The project must exist and you must be added as a project member on it. If it is missing, it is not something you can solve yourself, so contact the project manager at the customer. The same applies if the project exists but the activity you are to report on cannot be chosen.
I approved the wrong week
A weekly report can be unlocked until it has been authorised by the project manager. If it has already been authorised, the project manager must unlock it for you.
The hours on the self-billed invoice are not right
Writing hours up and down is done by the person who is responsible for the invoicing, not by you. The same applies to the text in external comment, which can be edited or removed before it reaches the customer invoice.
If the number of hours or the price is not right, contact your contact person at the customer before the invoice is booked in your own system.
The self-billed invoice has not arrived
The self-billed invoice is sent to the email address that is on your company in the customerâs supplier register, not necessarily to your personal address. If it has not arrived, it is usually that address that is wrong or missing.
Also note that the self-billed invoice is created when the time is invoiced, typically at the turn of the month, and not when you approve the weekly report. That a week is authorised therefore does not mean that the invoice is on its way the same day.
I cannot get in
Use Forgotten your password? on the login page. If you do not get an email, the email address in the customerâs register is probably different from the one you are trying with. The customer then needs to correct the address, it cannot be solved from your side.