Assignments

Assignments are the foundation of how work is delivered and billed in Hubbado. An assignment connects the work — its scope, dates, roles, resources, and rates — with the commercial relationship between the companies involved. Once an assignment is active, resources log time or deliverables. Those entries are reviewed and approved, and Hubbado issues invoices automatically according to the billing setup.

This guide explains each stage of the assignment lifecycle, the options available, and what to expect when managing them.

Quick start: your first assignment

Creating and running an assignment follows this typical journey:

1. Create (Draft state) - Set up companies, dates, roles, resources, rates, and billing settings
2. Mark as agreed — Hubbado validates requirements and sends notifications with agreement PDFs to permitted users
3. Assignment becomes Active — On the start date, resources can begin logging time
4. Resources log time — Time entries are created for hourly, fixed, or deliverable rates
5. Reviewer approves — The designated timesheet reviewer approves submitted time
6. Invoices generated — Once all time in a billing period is approved, invoices are automatically issued
7. Assignment completes — When the end date arrives or funds are exhausted (and all timesheets are processed)

Where to start: Engagements → Assignments → New Assignment

What you'll need to create and agree an assignment:

• Signed Master Service Agreements with both client and supplier
• Company details submitted for client and supplier
• At least one resource (supplier company member) to assign
• Rate information (hourly, fixed, or deliverable pricing)
• Scope and notice periods
• A designated timesheet reviewer from the client, managing company, or end company

Assignments at a glance

• Assignments bring together the key elements of a working agreement
• Scope and dates - what the work covers and how long it runs.
• Roles, resources, and rates - who will do the work and how it is priced.
• Timesheet reviewer - the timesheet reviewer responsible for checking and authorising time or deliverables.
• Billing settings - the rules that determine how and when invoices are generated.

Assignment lifecycle

Assignments move through a series of states from creation to completion. Understanding this lifecycle helps you know what to expect at each stage.

States

Draft: The assignment is being set up. Fields can be edited freely. No timesheets can be logged.

Agreed: All required fields and agreements are in place. The assignment has been marked as agreed and can no longer be returned to draft (unless it has zero timesheets). If the start date has not yet arrived, the assignment shows as "Future". Once the start date arrives, it automatically becomes "Active".

Future: A special view of Agreed assignments whose start date has not yet been reached. Future assignments automatically become Active on their start date.

Active: The assignment is running. Resources can log time, timesheets are reviewed, and invoices are generated according to the billing schedule.

Completed: The assignment has finished, either because the end date was reached or allocated funds were exhausted. Completion happens automatically once all timesheets for the assignment have been submitted and reviewed. Queried timesheets block completion until they are resolved.

Archived: Completed assignments are moved to archive for long-term storage. Archived assignments are hidden from active views but remain accessible for historical reference. This happens automatically once a completed assignment's last invoice is marked as paid and there are no pending billing periods.

Cancelled: The assignment was created in error and has been cancelled. Cancellation is only possible if the assignment has never had any timesheets. A timesheet that has been voided still counts, so an assignment that once had timesheets cannot be cancelled.

Automatic completion

Hubbado completes assignments automatically when the end conditions are met.

Completion triggers:

When the end conditions include an end date: The assignment completes on the end date, provided all timesheets up to the end date have been submitted and reviewed.

When the end conditions include funds spent: The assignment completes when the remaining budget is less than half an hourly rate OR one fixed/deliverable rate (at any active rate). The completion date is set to the last worked date.

When both conditions are set: Hubbado checks funds exhaustion first, then end date. Whichever condition is met first triggers completion.

What blocks completion:

• A timesheet that has not yet been submitted by the resource
• A queried timesheet (waiting for the resource to respond)
• An unapproved timesheet (waiting for the reviewer)

Once all timesheets are submitted and reviewed, the assignment completes automatically. You'll receive a notification when this happens.

Archive

A completed assignment moves into archive automatically once its billing is fully settled. Archived assignments don't appear in active views but remain accessible for historical reference and reporting.

Automatic archiving is blocked while any of these are true:

• The assignment is not completed
• Outstanding timesheets exist
• Pending billing periods exist
• Invoices are awaiting payment
• The client or supplier has invoicing issues
• A purchase order is required but missing

Once these blockers are resolved, the assignment is archived automatically. An archive notification is sent to all permitted users. There is no button for this automatic archiving — it happens on its own once everything is settled.

Archiving an unused assignment

If an assignment was marked as agreed but never used — it has no timesheets at all — an admin can archive it manually using the Archive button.

When you select Archive, you'll be asked to confirm: "Archive assignment / Are you sure you want to archive this assignment? This cannot be undone." Once confirmed, the assignment moves to the Archive tab.

This manual archive is separate from the automatic archiving of completed assignments described above. Use it to tidy away an agreed assignment that turned out not to be needed.

Monitoring your assignments

Path: Engagements → Assignments

The Assignments page shows all assignments you have permission to view, organized by state tabs:

• Draft — Assignments being set up
• Active — Currently running assignments
• Completed — Finished assignments
• Future — Agreed assignments whose start date hasn't arrived yet
• Cancelled — Assignments cancelled before work began
• Archive — Long-term storage for completed assignments

Assignment card information:

Each assignment card displays key information at a glance:

• Assignment reference number and client name
• Funds left — the remaining budget, shown in master rate units (e.g. "Funds left: 2 Example day rates")
• Resources assigned to the assignment
• Date range (start and end dates)
• Purchase Order reference if linked, or a "PO missing" indicator when a required purchase order has not been attached
• The relevant state tab label (Draft, Active, Completed, Future, Cancelled, or Archive)
• Warning indicators for issues requiring attention

Common warning indicators:

Assignments with warnings appear in a dedicated warnings section at the top of the page showing:

• Billing: "Invoicing Billing Cycles do not match" - supplier and client billing cycles differ
• Usage: A warning when usage exceeds the linked purchase order's value
• Timesheets: "There are timesheets pending approval" - action needed from the reviewer
• PO: "Missing PO" - a purchase order is required for invoice generation but none is linked

Direct vs. intermediated assignments

When you create an assignment, you choose an Assignment type: Direct or Intermediated. Both types work the same way for logging and approving time — the difference is how many companies are involved and how invoicing works.

Direct assignments

Use a direct assignment when your managing company is one of the two parties doing business — either the supplier providing the work, or the client paying for it.

Example: Your consultancy (the managing company) places one of your own consultants at a client's office. You invoice the client directly for the work. There are two companies involved: yours and the client's.

• When your managing company is the supplier, you invoice the client directly
• When your managing company is the client, Hubbado creates a self-billed invoice to pay the supplier automatically

Each direct assignment produces one invoice per billing period and uses one set of rates.

Intermediated assignments

Use an intermediated assignment when your managing company acts as an agency or intermediary between a separate supplier and a separate client. Three companies are involved.

Example: Your staffing agency (the managing company) places a contractor from Supplier Co at Client Corp's office. You pay Supplier Co for the contractor's time, and you charge Client Corp a higher rate that includes your margin. Two invoices are generated each billing period — one paying the supplier and one charging the client.

• Hubbado generates a supplier invoice to pay the supplier company
• Hubbado generates a client invoice to charge the client company
• You set the supplier rate, then add a markup (percentage or fixed amount) to calculate the client rate

You can enable or disable supplier and client billing independently. This is useful when part of the invoicing happens outside Hubbado — for example, if the client requires invoices in a specific format that you create manually, or if the client issues their own self-billed invoices.

Which type should you choose?

Situation	Type
Your company is doing the work and billing the client	Direct
Your company is the client paying for work	Direct
Your company places someone else's workers at a client site	Intermediated
You need to charge the client more than you pay the supplier	Intermediated

Currency and tax

Assignments are always single-currency — all rates and invoices for an assignment use the same currency. VAT is calculated automatically based on where the supplier and client are located, supporting domestic VAT, EU reverse charge, and international rules.

Creating an assignment

Path: Engagements → Assignments → New Assignment

When you create a new assignment, you'll provide:

• Companies: managing company, client, supplier, and optionally an end company
• End company (only if different from client): The optional company where the work is actually performed. Setting an end company also lets timesheet reviewers be selected from that company's members. See Company connections for a worked example.
• Scope and dates: start and end dates
• End conditions: how the assignment is intended to finish. There are three choices, and you can combine them:
• End date — the assignment ends on a specific date.
• Funds spent — the assignment ends when the allocated funds are all spent.
• When the deliverables specified in the scope are completed — this records that the agreed basis for ending is the completion of the scoped deliverables. It is a marker of intent: Hubbado does not detect deliverable completion or end the assignment for you. The assignment still completes automatically on the end date or when funds are spent, whichever applies.

When both an end date and funds spent are set, Hubbado checks funds exhaustion first, then the end date, completing the assignment based on whichever condition is met first. - Resource: A person who performs work on an assignment. Resources must be members of the supplier company and are explicitly assigned to the assignment. Resources can log time and submit timesheets. - Place of work: contact details and region for where the work is carried out. The region determines the holiday calendar used for the assignment. - Timesheet reviewer: exactly one reviewer, who must be a member of the client company, the managing company, the end company, or a platform admin. - Permissions: which users in each company are allowed to view the assignment. - Roles and resources: at least one role with resources and a rate attached. - Financial fields: - Currency — each assignment is single-currency. - Billing terms for each commercial relationship - cycle (weekly/monthly) and payment terms (Net-X days). - VAT treatment — calculated automatically for services, with support for domestic VAT, EU reverse charge, and out-of-scope international rules. If you need a different VAT treatment for a specific assignment, contact Hubbado support (support@hubbado.com). - Notice periods — client and supplier notice periods are required fields. They are informational only, but appear in the generated agreements and should be honoured when setting end dates. - Regulations — informational tags (e.g. UK IR35, UK CIS) that do not change behaviour but are carried through to invoices and agreements. - Notes: a free-text field visible to all parties with permission. - Internal notes: a free-text field visible only to the managing company. - Tags: free-text labels applied to assignments, clients, or suppliers. Tags are created on entry and used for search, filtering, and reporting. - Working week: A required text field (max 1500 characters) that describes the expected working schedule. This information appears in the generated assignment agreements. - Engagement type: Choose from Time & Materials, Fixed Price, or None. This is an informational field that helps categorise the assignment but does not affect billing behaviour. - Generate timesheets: A setting (defaults to on) that determines whether timesheet blocks are automatically created. If turned off, a timesheet reviewer is not required. - Master rate: One rate must be designated as the master rate. This helps resources see how much work is left even if they don't have permission to view actual pricing. Usually set to the day rate. For example, "2 Example day rates remaining" shows budget status without revealing amounts. - Pricing entries: Required when the assignment uses "Funds spent" as an end condition. Pricing entries link to specific rates and include quantities. The assignment's budget is calculated automatically from these entries — you don't set it separately.

Before you mark an assignment as agreed

Before an assignment can be agreed, Hubbado checks that everything is in place. Think of this as a completeness checklist — it makes sure both parties are protected and the assignment is ready to run.

These must be resolved before you can agree:

• [ ] Signed agreements — Both the client and supplier must have a signed Master Service Agreement (MSA) with the managing company. This protects all parties before work begins. To record a signed MSA, contact Hubbado.
• [ ] Company details submitted — Both client and supplier must have completed their company profiles (registration, contact information, payment details). This ensures invoices can be generated correctly.
• [ ] Assignment details filled in:
• Engagement type (Time & Materials, Fixed Price, or None)
• Start date
• End date — required only when the assignment ends on a specific date (i.e. its end conditions include an end date)
• Timesheet reviewer (required if timesheets are being generated) — so submitted time can be approved
• Notice periods (client and supplier) — these appear in the generated agreements
• Working week description — included in agreements to set expectations
• Master rate designated — so resources can see how much work is left
• [ ] At least one person assigned — You need at least one role with a resource so time can be logged.
• [ ] Rates configured — At least one rate must exist with valid settings.
• [ ] Budget not exceeded — When editing an existing assignment, the budget cannot be less than what has already been spent.

For an intermediated assignment, the supplier and client billing relationships must also be properly set up (accounts payable and accounts receivable details) before you can agree.

These are warnings only — they won't stop you from agreeing:

• Place of work details missing — the contact and region are used for the holiday calendar; worth completing, but they don't block agreement
• Missing accounts payable contact for the client — recommended so invoices reach the right person, but not required
• No purchase order linked — can be added later, but client invoices will be blocked until a PO is provided if the assignment requires one
• Supplier insurance missing or incomplete — worth checking, but doesn't block agreement
• Outdated MSA versions — agreements exist but are older than the current template
• Resource date gaps — resources don't cover the entire assignment date range
• VAT registration in progress — supplier invoices won't include VAT until registration is complete
• Billing cycle mismatch — supplier and client are on different billing cycles (e.g. weekly vs monthly). Flagged only to highlight a potential cashflow gap — you may pay the supplier before the client pays you
• Payment terms mismatch — supplier and client have different payment terms (e.g. Net15 vs Net30), which can widen the same cashflow gap

What happens after agreement

Once you mark an assignment as agreed, Hubbado automatically handles several steps:

Notifications sent:

All users with permission to view the assignment receive an email notification confirming the agreement. The email includes:

• Assignment details (client name, resources, start date)
• PDF attachments of the agreement terms (client and/or supplier terms, depending on permissions)
• Confirmation that work can begin on the start date

Assignment status:

• If the start date has already passed: the assignment immediately becomes Active and resources can log time
• If the start date is in the future: the assignment shows as Future and automatically becomes Active on the start date

For resources:

Resources can view the assignment in their Assignments list (Engagements → Assignments). Once the assignment is Active, they can:

• View assignment details and their assigned roles
• Begin logging time entries for hourly, fixed, or deliverable rates
• Submit timesheets for review
• See funds remaining (displayed in master rate units)
• They cannot see the monetary value of the rates or timesheets unless they have permission to view the assignment's pricing

For timesheet reviewers:

The designated timesheet reviewer will see timesheet blocks appearing as resources submit their time. The timesheet reviewer can:

• Review submitted timesheets
• Approve, query, or void time entries
• Track approval progress
• They cannot see the monetary value of the rates or timesheets unless they have permission to view the assignment's pricing

For detailed information on logging time, see the separate Timesheets documentation.

Roles, resources, and rates

Roles

Roles describe the type of work (e.g. Network Engineer). Roles themselves have no dates, but group together resources and rates. A resource can be assigned to multiple roles.

Resources

Resources are people doing the work. They must be members of the supplier company and explicitly added to the assignment.

A resource can optionally have the time they can work on an assignment limited by start and end dates.

Resource date constraints:

Resource dates must be within the assignment's date range. Once a resource has timesheets, you cannot change their dates to exclude those timesheets, and the resource cannot be removed from the assignment.

Resource coverage check:

When marking an assignment as agreed, Hubbado checks whether resources cover the entire assignment date range. If gaps exist (periods where no resources are available), you'll receive a warning. This doesn't block agreement but alerts you to potential scheduling issues.

Rates

Hubbado supports three rate types:

• Hourly — billed based on time logged by the resource in 30-minute increments.
• Fixed — always bills the same amount, regardless of hours entered. It requires a minimum number of hours to use this entry. If below the minimum, the entry is blocked.
• Deliverable — outcome-based. The entry is date-only.

When creating a fixed rate, you can also optionally create an hourly rate at the same time, based on the minimum required hours set on the fixed rate.

For an intermediated assignment you enter a supplier amount and apply a markup (percentage or fixed) to derive the client amount.

A rate can also optionally be limited by start and end dates.

Rate editing restrictions:

Once a rate has timesheets logged against it, key fields become frozen and cannot be edited (name, amounts, charge type, unit). You can still adjust start/end dates and minimum required hours.

The master rate, and any rate that has timesheets logged against it, cannot be deleted.

Note If you need to change a rate's amount or structure after timesheets exist, create a new rate with the updated details and query the existing timesheets so resources can re-submit them on the correct rate. Once resubmitted and approved, credit notes and corrected invoices will be generated automatically.

Master rates

One rate is designated as the master rate and is used to display remaining funds in consistent units throughout the assignment.

Background checks

Background checks are optional tracking tools that help manage compliance and onboarding requirements for resources.

• Created at the assignment level using the "Create background checks" button
• Track per-resource compliance status (e.g. DBS checks, right-to-work verification, references)
• Are independent of agreement — they do not affect whether you can mark an assignment as agreed, and an assignment can be agreed before, during, or after background checks are completed
• Each resource has their own checklist showing progress through required checks

Detailed documentation on creating and managing background checks is available separately.

Logging time and deliverables

Entries must meet these conditions:

• The date is within the assignment, resource, and rate windows
• The assignment is not archived

For hourly/fixed rates, start and end times and breaks are required. Deliverables only require a date.

If a timesheet includes entries on public holidays (determined by the assignment's place of work region), the resource must acknowledge this when submitting the timesheet.

Timesheet review

Every assignment has exactly one timesheet reviewer. They can approve, query, or void timesheets. Reviewing is a single step and is required before invoicing. The timesheet reviewer can be from the client, managing company, or end company.

Budgets, purchase orders, and usage

Purchase orders

• An assignment can be set to require a Purchase Order and linked to exactly one purchase order
• When a client is first added to an assignment, the "Purchase Order Required" setting from the client company details is copied to the assignment
• If an assignment is marked as "Purchase Order required" and no purchase order is attached, then:
• Client invoices are blocked until a PO is provided

• An assignment warning is displayed

• Only one PO can be linked to an assignment at a time

• One PO can cover multiple assignments
• Changing which PO is linked automatically moves all usage to the new PO
• The PO link tracks actual spend against the PO's allocated budget

PO budget warnings:

When a PO is linked, Hubbado tracks usage across all assignments using that PO. If total usage exceeds the PO's value, a warning is displayed. This doesn't block work but alerts you that the purchase order has been overrun.

Pricing entries and budget calculation

Pricing entries are only required when the assignment uses funds spent as an end condition.

What are pricing entries?

• Only assignments that have "When the allocated funds are all spent" set as an end condition have pricing entries
• Pricing entries link a specific rate to a quantity (e.g. "10 days at the Senior Developer rate")
• Multiple pricing entries can exist per assignment
• The assignment's budget (available funds) is calculated automatically from the sum of all pricing entries (rate × quantity)

Budget exhaustion

The assignment tracks spend against the budget. When the remaining funds fall below the minimum chargeable amount — half an hourly rate, or one fixed or deliverable rate at any active rate — the assignment completes automatically.

Billing

Invoices are created and issued automatically once all time in the billing period has been submitted and reviewed.

Draft invoices are not used; invoices are issued and sent to the appropriate companies immediately.

What's produced per period

• For each assignment, Hubbado issues one invoice per active billing relationship.
• Direct: a single invoice between the managing company and the other party.
• Intermediated: two invoices — a supplier self-billed invoice (SB prefix) paying the supplier, and a client invoice (CB prefix) charging the client — unless one side is disabled. For non-UK self-billing, the supplier-side invoice carries the BN (Billing notice) prefix instead of SB.

Billing control: enable, disable, and pause

Independent billing controls:

For intermediated assignments, supplier billing and client billing can be independently enabled or disabled:

• Supplier billing enabled: Generates supplier self-billed invoices (SB prefix), or Billing notices (BN prefix) for non-UK self-billing
• Client billing enabled: Generates client invoices (CB prefix)
• Either, both, or neither can be enabled

Direct assignments:

A direct assignment has a single set of billing settings, not the separate supplier and client billing you see on an intermediated assignment. There are no "supplier billing" or "client billing" labels to enable or disable — you simply configure the one billing relationship between the managing company and the other party.

Pausing billing:

Billing can be paused at any time, which prevents invoice generation until billing is resumed:

• Paused billing stops creating invoices for future periods
• Timesheets can still be logged and approved while billing is paused
• Resume billing to generate invoices for all accumulated approved periods

Billing start dates:

Each billing group (supplier and client) has its own start date, which can differ from the assignment start date if needed.

Billing warnings:

When setting up billing, Hubbado warns if the supplier and client billing cycles don't align (e.g. weekly vs monthly, or Net15 vs Net30). The warning is there to highlight a potential cashflow gap — you may have to pay the supplier before the client pays you. These are warnings only and don't block agreement.

How the invoice is built

• Lines: invoice lines are grouped so you see the work per rate and resource — hourly work shows the hours, fixed and deliverable work shows the number of entries.
• Prefixes: SB for supplier self-billed invoices, CB for client invoices, and BN for Billing notices on non-UK self-billing.
• Payment terms: Net-X days from the issue date (as configured in the assignment billing settings)
• Tax: VAT is calculated automatically for services (domestic VAT, EU reverse charge, out-of-scope).

Note A Billing notice (BN) is not a legal invoice. Self-billed invoices (SB) are formal tax documents Hubbado raises on the supplier's behalf, which is only permitted in the UK. Where self-billing isn't available, Hubbado issues a Billing notice instead — it summarises what is due for the period but does not itself serve as the supplier's tax invoice.

Client and supplier terms can be viewed and exported as PDFs. When you mark an assignment as agreed, Hubbado emails these PDFs to permitted users.

Managing change

Assignments are flexible: they can be extended, ended early, cancelled if created in error, or duplicated to speed up renewal.

• Return to draft: Reverses an agreed or cancelled assignment back to draft status.

Return to draft

The "Return to draft" action allows you to undo an agreement or cancellation, returning the assignment to draft status so you can make changes.

When available:

• Assignment is in Agreed or Cancelled state
• Assignment has zero timesheets (no time has ever been logged)

What it does:

• Resets the agreed and cancelled status
• Deletes all automatically-created timesheet blocks
• Returns the assignment to Draft state where all fields can be edited
• No notifications are sent

Use case: Correcting mistakes in setup before any work begins. Once timesheets exist, you cannot return to draft — you must use other change management approaches (extending, editing dates, correcting rates, etc.).

Copy vs. renew

Both actions create a new draft assignment based on an existing one, but they serve different purposes and have different capabilities.

Copy

Purpose: Duplicate an assignment to reuse its structure.

Who can use: Admins of the managing company.

Modes:

• Basic details only: Copies just the core assignment structure (companies, dates, financial settings)
• Full assignment: Copies everything including permissions, billing details, roles, rates, resources, and pricing entries

Process:

• Creates a draft immediately
• No notifications sent
• You can edit before marking as agreed
• Available on any assignment

Use case: Creating similar assignments quickly, templating assignment structures, or duplicating complex setups.

Renew

Purpose: Simplified renewal workflow for client- or supplier-initiated extensions.

Who can use: Members of client or supplier companies (not just admins).

Restrictions:

• Only available for single-resource assignments
• If an assignment has multiple resources, renew is not available

Process:

• Creates a full copy of the assignment (same as "Copy - Full")
• Hubbado is notified to review the renewal request
• Creates a draft for review and adjustment
• Simplified form designed for non-admin users

Use case: A resource or client wants to extend an existing assignment with the same terms, starting the renewal process for review.

Why the restriction? Renewal is designed for straightforward extensions. Multi-resource assignments often involve complex scheduling and role changes that require oversight from the start.

Changing or correcting companies

Hubbado can accommodate corrections and changes for the supplier, client and managing companies on an assignment. These changes can be made effective from a given date and will automatically generate credit notes and fresh invoices if that date is in the past.

Contact Hubbado support (support@hubbado.com) if you need to make these types of changes.

Changing or correcting rates

Rates can also be retrospectively changed. Rather than editing an existing rate, create a new one and then query and correct the existing timesheets on the wrong rate. Once those timesheets are fully submitted and reviewed, Hubbado will generate any needed credit notes and invoices.

Permissions and visibility

Who can view and edit assignments

Your permissions on an assignment depend on which company you're a member of:

Company role	View assignment	Edit assignment
Managing company admin	✓ Always	✓ Always
Managing company staff (with permission)	✓ Yes	✓ Yes
Managing company resource	✗ No	✗ No
Client company (with permission)	✓ Yes	✗ View-only
Supplier company (with permission)	✓ Yes	✗ View-only
End company (with permission)	✓ Yes	✗ View-only

Key points:

• Managing company admins automatically have full access to every assignment — they can view and edit without being granted explicit permission
• Managing company staff can view and edit an assignment, but only once they've been explicitly granted permission on it
• Managing company resource members cannot be granted assignment permissions, so they can neither view nor edit assignments
• Client, supplier, and end company members must be explicitly granted permission even to view an assignment, and their access is always view-only

Hide markup setting

For intermediated assignments, the Hide markup setting controls pricing visibility:

When Hide markup is ON:

• Clients see only what they're being billed (client amounts)
• Suppliers see only what they're being paid (supplier amounts)
• Neither party sees the markup between the two

When Hide markup is OFF:

• Both clients and suppliers see all amounts and the markup
• Full pricing transparency for all parties

Note Hide markup applies only to intermediated assignments. Managing company members always see complete pricing information regardless of this setting.

Date constraints

Assignment dates, rate dates, and resource dates must all align:

• Rates and resources must fall within the assignment's date range
• Timesheets must be within the assignment, resource, AND rate date windows

Important Once timesheets exist, you cannot change dates to exclude those timesheets. This prevents data integrity issues and billing errors. If you need to change dates after timesheets have been logged, you may need to query and adjust the affected timesheets first.

Notifications

Hubbado automatically sends email notifications for key assignment events.

What triggers notifications

Assignment agreed:

• Sent when an assignment is marked as agreed
• Recipients: All users with effective permissions on the assignment
• Content: Confirms the assignment is agreed and work can begin

Assignment cancelled:

• Sent when an assignment is cancelled
• Recipients: All users with effective permissions
• Content: Notifies that the assignment has been cancelled

Assignment completed:

• Sent when an assignment completes automatically
• Recipients: All users with effective permissions
• Content: Confirms completion with the completion reason ("End date reached" or "No funds left") and completion date

Assignment archived:

• Sent when an assignment is moved to archive
• Recipients: All users with effective permissions
• Content: Notifies that the assignment has been archived for historical reference

Renewal requested:

• Sent when the "Renew" action is used on an assignment
• Recipients: Hubbado, to review the request
• Content: Notifies that a client or supplier has started a renewal request for review

Reminders:

Hubbado also sends reminders for issues that need attention, including when a required purchase order is missing and when an assignment's remaining funds are running low.

Who receives notifications

"Effective permissions" means users who:

1. Have been explicitly granted permission on the assignment, AND
2. Are members of one of the assignment's companies (managing, client, supplier, or end company)

Users with permission but no company membership do not receive notifications.

Platform admins may also receive certain notifications depending on system settings.

Common issues and troubleshooting

This section addresses common questions and issues users encounter when working with assignments.

"Why can't I edit this rate?"

Problem: You try to edit a rate's amount or type but the fields are greyed out.

Reason: The rate has timesheets logged against it. Once timesheets exist, certain rate fields become frozen to protect data integrity and prevent billing errors.

Solution:

1. Create a new rate with the correct amount/settings
2. Query the existing timesheets so resources can resubmit them
3. Resources resubmit timesheets on the new rate
4. Once resubmitted and approved, credit notes and corrected invoices are generated automatically

"Why can't I mark this assignment as agreed?"

Problem: The "Mark as agreed" button is disabled or shows requirements.

Reason: Required fields, agreements, or settings are missing. See the full list in the "Before you mark an assignment as agreed" section above.

Common causes:

• Unsigned MSAs for client or supplier
• Missing timesheet reviewer
• No master rate designated
• Missing pricing entries (when using "Funds spent" end condition)
• Rates not properly configured
• For date-ending assignments, a missing end date

Solution: Review the requirements shown on the assignment page and resolve each one.

"Why won't my assignment complete?"

Problem: The end date has passed or funds are exhausted, but the assignment is still Active.

Reason: Assignment completion is automatic BUT requires all timesheets to be submitted and reviewed first.

Blockers:

• A timesheet not yet submitted by a resource
• A queried timesheet (the resource needs to respond and resubmit)
• An unapproved timesheet (the reviewer hasn't approved it yet)

Solution: Check the timesheet status. Ensure all resources have submitted their timesheets and the timesheet reviewer has approved them. The assignment will complete automatically once all timesheets are processed.

"Why isn't the assignment archived?"

Problem: The assignment is completed but not moving to the Archive tab.

Reason: A completed assignment archives automatically only once its billing is fully settled. Several conditions can hold it back.

Blockers:

• Pending billing periods (invoices not yet generated)
• Invoices awaiting payment
• The client or supplier has invoicing issues
• A purchase order is required but missing
• Outstanding timesheets

Solution: Resolve the blockers shown in the error message. Once all blockers are cleared, the assignment archives automatically.

"Why can't I return this assignment to draft?"

Problem: You want to make changes to an agreed assignment but "Return to draft" is not available.

Reason: The assignment has timesheets. Return to draft is only possible when zero timesheets exist.

Solution: You cannot return to draft once work has been logged. Instead, use other change management options:

• Adjust the end date to extend or end early
• Create new rates for pricing changes
• Query and correct timesheets if rates were wrong
• Copy the assignment to create a new one with changes

"Why aren't invoices being generated?"

Problem: Timesheets are approved but invoices aren't appearing.

Reason (most common): If "PO Required" is on and no PO is linked, client invoices are blocked.

Other reasons:

• Billing is paused
• Client or supplier billing is disabled
• Not all timesheets for the billing period have been submitted and reviewed yet
• The supplier is marked as VAT registered, but VAT details have not yet been provided (blocks supplier invoicing)
• The billing period hasn't ended yet

Solution:

• Check if a PO is required and link one if needed
• Verify billing is enabled and not paused
• Ensure all timesheets for the period are submitted and approved
• Wait for the billing period to end if it's still in progress

Note If the supplier's VAT registration is in progress, that does not block agreement and it does not stop supplier invoices from being generated — those invoices are simply produced without VAT until registration is complete. Supplier invoicing is only blocked when the supplier is marked as VAT registered but the VAT details have not yet been provided.

"Why can't I see all the pricing information?"

Problem: You can only see client amounts or supplier amounts, not both.

Reason: The "Hide markup" setting is ON, and you're a client or supplier member (not a managing company member).

Visibility rules:

• Managing company members always see everything
• When Hide markup is ON: clients see only client amounts, suppliers see only supplier amounts
• When Hide markup is OFF: both parties see all amounts and markup

Solution: Ask a managing company admin to toggle the "Hide markup" setting if you need full visibility.

Related topics

• Timesheets — entering, editing, and submitting time
• Billing — billing rules, periods, and approvals