How it works
In five steps
Logging a shift
Log a shift in seconds.
This is the whole form. Seven fields, most of them already filled in from the pharmacy you picked, and a figure that settles while you are still looking at it.
One field changed, and the money followed
The shift ran an hour later than planned. Moving the end time is the only edit, and the payable hours and the amount both settle from it.
There is no hours box, on purpose
Hours are worked out from the two times, so there is nothing to compute in your head at the end of a long day and nothing to get wrong. The rate and the premium come from the pharmacy record, which is why most shifts need two fields rather than seven.
Saved, it joins the pile waiting to be billed. Nothing is sent and nobody is notified: the next move is yours, whenever you want to make it.
Invoicing
Four shifts worked. One numbered invoice, in about a minute.
This is the part that usually happens on a Sunday, from a copy of last month's invoice, with the dates changed by hand. Here the shifts you already logged are the lines, the total is their sum, and the covering note is written before you open your email.
Step 1
The work is already sitting there
Every shift you have logged and not yet billed stays on one list with what it is worth. Nothing is retyped later, because the shift is the invoice line.
Step 2
Tick the ones going on this one
The builder opens on a single pharmacy and offers only that pharmacy's uninvoiced shifts. Untick anything you would rather hold back. The total follows the ticks.
Step 3
It is a draft until you say it went out
A draft has no number and takes up no place in your sequence, so one you abandon leaves no gap behind it. Delete it and nothing is missing.
The number
Marking it sent is what mints the number
A number is a claim that a document went out, so it is spent at the moment you say one did. Two invoices already went out this September, so this one becomes INV-26-0903: the year, the month, then a count that restarts on the first. Two other shapes are offered if you would rather number by year, or run one plain sequence that never restarts.
It is numbered against its own issue date, not today's, so an invoice dated in August stays in the August series even if you raise it in September. Resending never renumbers it.
The document
It writes the email. You are the one who sends it.
Download PDF builds the document in your browser and drops it in your downloads. Only then does the covering note appear, addressed to the billing contact, with a subject and a message already written. Open in email hands all of it to your own mail client from your own address, so the reply lands in your inbox and an unpaid invoice is never our deliverability problem.
Nothing is transmitted for you, and the panel says so on its face: a mail client cannot attach the file on your behalf, so it reminds you to attach it rather than let you send an empty handed email.
GST and HST
One row, and only when you charge it
The pharmacist in these panels is still under the small supplier threshold, so no tax line is drawn at all and the total is the subtotal. Turn registration on and the same invoice grows a single row at your own label and rate, and your registration number goes on the document. Both are written onto the invoice when you raise it, so changing your rate next year never rewrites what you already issued.
Figures throughout this section are the same example account as the rest of the page, not a real one: $2,090.00 of work ready to bill, of which the Bayview shifts come to $1,530.00. Make one yourself, free and without an account.
Getting paid
Know who still owes you, without going looking.
An invoice is a draft, sent, paid or void. Past due is not a fifth state, it is a sent invoice whose date has gone by, which is why the one below counts days rather than announcing a status. No ageing report, no part payments, no reconciliation. You are chasing a handful of invoices, not running accounts receivable.
When one goes past its date, the reminder is written for you in a tone you can send to a store you want to work at again, and it waits for you to read it before it goes anywhere.
Year end
April shouldn't require detective work.
Every expense you entered during the year already knows which line of the T2125 it belongs on. Where the CRA's own wording does not settle a category, the app says so rather than guessing a number that would end up on a return.
What comes out of it
A spreadsheet, not a filed return. It carries income, expenses by category with their line references, the vehicle figures and the GST/HST totals, which is the thing an accountant asks for and the thing most people spend a weekend rebuilding.
It gives general information rather than tax advice, and it does not file anything with the CRA. What it does is mean the year is already written down when somebody asks for it.
Why it is worth doing
Stop reconstructing your year.
None of this is disorganised on purpose. It gets recorded in whatever was closest at the time, and that works until someone asks for the year in one piece. You are self employed as far as the CRA is concerned: nobody deducts your tax, nobody tracks your hours, and the record of what you earned exists only where you put it.
How it usually goes
- Shifts in a notes app, or in your head
- Rates in a text thread with the owner
- An invoice rebuilt from the last one, every time
- Receipts split between a drawer and a camera roll
- Mileage estimated in April
- Two evenings lost before the accountant
How it goes here
- Log the shift
- Invoice the unbilled ones
- Send the reminder already written
- Export the year
The work is the same. The record just keeps itself as you go.
Built for Canada
Built for the way Canadian relief work is actually billed
Generic invoicing software does not know what a T2125 is. Two more things it does not know, both of which decide when a Canadian relief pharmacist has to act.
GST/HST that watches itself
It tracks your billings against the small supplier threshold, so the point where registration stops being optional does not creep up on you.
Licence and CE in the same place
Your renewal date and your hours this cycle sit beside the money, counted against your own renewal cycle rather than the calendar year.
Get started
The year you are in now is the easiest one to record.
Start with the last shift you worked. Everything after that is twenty seconds a day.