Reporting for subcontractors in Kleer
Feel free to download our mobile app Kleer, which is available for Android and iPhone.
You log in easily with mobile BankID or email address/password.
The aim is for the app to be self-explanatory, but in the appâs Settings tab there is also a Help section that leads to an app-specific guide.
Reporting in the web interface, time
Logging in to Kleer
Log in by going to my.kleer.se Fill in your email address and password. If it is your first time logging in to Kleer, click the link called 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. If a month break occurs in the middle of a week, the weekly reports are split into two parts (A and B weeks).
Time reporting
When you have logged in to Kleer, click Time records, which you find in the menu on the left. To report time, click Report time. The button at the top left called More options is used if you want to copy data from earlier weeks. Here you can choose to copy only the projects, or both projects and time and any comments.
Time worked
Choose projects and activities
Press the grey Add project button under the table to be able to add a new project to report on if you do not already see it on the page. Then choose which activity or activities you want to add to report on.
(To quickly add a new activity to a project that is already on the page, you can press the green plus sign out to the right by the total for the project.)
Enter time and comments
Then enter the number of hours per day in the time fields. Under the Options button you can choose to switch the format between decimal numbers and hh:mm, that is if 90 minutes is 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 the 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 there is a need to write hours up or down, this is also done by the person who is responsible for the invoicing.
Save and approve
Your changes are saved continuously as you enter the time. Click Approve when you are completely done for the whole week. Note! A weekly report can be âunlockedâ until it has been authorised by the project manager.
Calendar
The calendar to the right in the time reporting view on large screens, or which can be brought up with the calendar button (â21-27 Feb 2022â) on smaller screens, has different colours that indicate the status of each report.
Reporting expenses
Receipts
If you have receipts that should be invoiced on to the project, you can:
- Photograph paper receipts (or upload a PDF) with our app
- Upload receipt images on the web (my.kleer.se) under Expenses > Manage expenses
- Email receipts to kvitton@expense.kleer.se
You then get, on the web (under Expenses > Manage expenses, under the heading New receipts) or in the app, to complete the receipt images with information about what type of expense it was, and to choose which project it should be invoiced on to.
Mileage allowance/per diem allowance
For mileage allowance or per diem allowance there is also support in the mobile app or on my.kleer.se to register them, and to choose which project they should be invoiced on to.
Submitting for authorisation
When you have registered receipts, mileage allowance or per diem allowance, you must (under Expenses > Manage expenses, under the heading Entries to be submitted at the bottom) submit the expenses so that an expense journal is created, which is then authorised by your client in Kleer. They then end up on the invoice to the end customer but also on your self-billed invoice.
Self-billed invoice
When the time is invoiced, typically at the turn of the month, a self-billed invoice is created and sent to the email address that is stated in Kleerâs subcontractor register.
This can be used as accounting documentation in your own accounting system. See below for an example.
In the example the number is 1-1, that is the first invoice if you as a subcontractor have ID 1 with your client in Kleer. The next invoice gets number 1-2 and so on.