Questions about Vuqira, answered
What it costs, how the free trial works, what the AI Assistant does, how it works with Xero, what it does not do, and where your data is kept.
The basics
What is Vuqira?
Vuqira is timesheet software for organisations in Australia and New Zealand. Your team records their hours on a calendar, with a timer, or by asking the AI Assistant to fill in their week. Vuqira checks every timesheet against the hours you expect, can approve the ones that pass for you, and turns approved hours into draft invoices in Xero. Rostering is an optional add-on.
Who is Vuqira for?
Organisations whose people fill in timesheets that somebody has to approve, especially those that bill clients for time and use Xero, and those that roster shifts and want the hours to flow straight into timesheets. It suits teams from one person upwards: there is no minimum team size.
Does Vuqira run payroll?
No. Vuqira records, checks and approves hours, and can invoice your clients for them, but it does not pay staff. If you pay people through payroll software, you keep using it.
Is Vuqira available outside Australia and New Zealand?
Vuqira is sold to organisations in Australia and New Zealand, and new accounts can only be created from there. Existing customers can sign in from anywhere, so travelling does not lock anyone out. Prices are in Australian dollars.
Pricing and the free trial
How much does Vuqira cost?
$7 per user a month, or $67.20 per user a year if you pay yearly, which saves 20%. Every feature is included: the AI Assistant, approvals, leave, reports and Xero invoicing. Rostering is an optional add-on at $10 a month (or $96 a year) for the whole organisation, however many people you roster. Prices are in Australian dollars and include GST, with no minimum spend and no minimum number of users.
Is there a free trial, and do I need a credit card?
Your first two months are free for up to 10 users, and you do not need a card to sign up. You add a card when you want an 11th user, or when the free period ends.
Does the AI Assistant cost extra?
No. The AI Assistant is on every plan, with a monthly allowance for your whole team. Organisations that use more than their allowance can buy a top-up from inside Vuqira.
Can I add or remove users at any time?
Yes. Each user is one seat, and a new user can start straight away. On a monthly plan you pay for the rest of that month; on a yearly plan you pay for the rest of that year, on the day you add them.
Can I cancel?
Yes, any time. You keep everything until the end of the period you have paid for. Part months and part years are not refunded.
Timesheets, approvals and the assistant
What can the AI Assistant do?
It can fill in your week from how you usually work, with public holidays and approved leave already taken out, and submit it. It can tell a manager who has not submitted yet and send them a reminder, approve the timesheets that match the hours people were meant to work, and answer questions about your own data, such as how many hours went to a client last month or whether any shifts are unfilled this week. It only sees what you are allowed to see, and it never changes anything without telling you.
How do timesheet approvals work?
You set the hours you expect from each person, by the day, week, fortnight or month, and how far either side of that is acceptable (30 minutes unless you change it). Vuqira checks every timesheet the moment it is submitted. Timesheets that pass can be approved automatically if you switch that on; the rest are flagged with the reason, and you can approve them one at a time or in a batch. Approving a flagged timesheet anyway needs a reason, which is kept with your name in the audit log.
How often do people submit timesheets?
Weekly, fortnightly or monthly, or over a custom period you set. Public holidays for your country and state or region are taken into account, and approved leave is not counted as missing hours.
What does the rostering add-on include?
You build and publish rosters for any number of people, and Plan with AI fills the week around availability, rest breaks, weekly hours and approved leave, explaining why it chose each person. Staff accept, decline and swap their own shifts, and a finished shift becomes a draft timesheet, so hours are only entered once.
Xero, data and security
Does Vuqira work with Xero?
Yes. Approved hours are priced with the rates you set and become a draft invoice in your own Xero organisation, with the timesheet attached. Nothing is sent to your customer until you send it from Xero, and the same hours can never be billed twice.
Can I use Vuqira without Xero?
Yes. Timesheets, approvals, leave, reports, rates and rostering all work without it. Xero is how an invoice gets sent, not how the hours get counted.
Where is my data stored?
Vuqira's application servers and database are hosted on Microsoft Azure in Australia. Questions you ask the AI Assistant, and the data needed to answer them, are processed by OpenAI in the United States, and only when the assistant is used. Every service provider, and the country it is in, is listed in the Privacy Policy.
How do I keep my account secure?
Turn on two-factor authentication from your Security page, so signing in needs a six-digit code from an authenticator app as well as your password. Each person only sees what their role allows, and the AI Assistant is held to the same limits.
How do I get help?
Email support@vuqira.com. Customers can also contact support from inside Vuqira.