Enabling Billing

The Billing feature is available to every Admin, to turn this feature on, head to your profile off of the main menu > click edit > scroll down to extras and click on Billing. Be sure to click save and it will then be enabled, you will notice a billing section will appear in the main menu.

Please keep in mind each Admin will need to turn this on for themselves to use the feature.

Using Billing

Once billing has been enabled, you will then be able to use the feature by viewing unbilled items, approving invoices and exporting them in Xero or QuickBooks Online format for further billing purposes.

Choosing the Bill To Contact

By default, each contact will be the 'Bill To' contact when you are viewing your unbilled items. This can be changed within the contact's details under the basics section.

If you need a single work item to be billed under a different contact, perhaps when the contact is billed as an organization, you are able to change the 'Bill To' contact within the work item. This change is made in the Basics section on the Details tab of the individual work item.

Finding billable work

Once you've enabled Billing, you can find it by navigating to your Main Menu and selecting Billing, by default this will open your Unbilled items.

Filtering and Viewing unbilled items

Unbilled work will be grouped by who the invoice will be issued to in alphabetical order. Each work item included in the invoice has its own Invoice Type; final or progress. By default, it is inherited from the work item’s status, when the work item has the status “Completed” it will automatically select Final invoice. However, you are able to change the invoice type to progress type if needed.

When you click on the bill to contact, you will see the following information:

  • The work items

  • The client

  • The related client group

  • The work status

  • The fee type

  • The billable amount

  • The amount billed

You will be able to see work items with the fee type of Fixed Fee and Time and Materials.

All Fixed Fee type work items will appear under Unbilled unless you've created and approved an invoice with invoice type “Final”. Whereas Time and Material fee type work items will appear in the Unbilled screen when:

  • The work item does not have an approved invoice with invoice type “Final”

  • Or has unbilled time entries or expenses

You can filter your unbilled view to get to the specific invoices that you need to approve or view.

You further improve your view by using the following filter options:

  • Assignee

  • Client

  • Client Group

  • Due Date

Once you've filtered, it will only show you invoices that match your criteria.

Creating a draft invoice

To create a draft invoice, you can select the work items that you'd like to include and select 'Create Draft Invoice'. You can individually choose which work items to be added to an invoice

If you need to invoice all of the items in the unbilled section, you can use the multi-selection tool at the top of the page next to 'No Items Selected' to grab all the invoices shown.

Or you can select all the invoices for one client using the multi-selection tool next to your 'Bill To' contact.

If you made a mistake, you can discard a draft invoice under 'Invoices' and the work items will appear in Unbilled.

To view the newly created draft invoice by navigating to the Invoice section. When you first create your draft invoice, there will be a clickable message at the bottom left of your screen. You can access your draft invoices there.

Or you can also access them from your Main menu under Billing > Invoices, by default it will show you the draft invoices first.

Adjusting a draft invoice

Adjust your invoices prior to approving them to ensure they are as accurate as possible.

Discarding a draft invoice

To discard a draft invoice, go into your draft invoices off of your Main menu under Billing > Invoices, by default, it will show you the draft invoices first.

There you can click on the draft invoice that you'd like to discard. Hover around the far right of the invoice and an options menu (...) will appear, click on the options menu and choose 'Discard'.

This will remove the draft invoice and revert it back to the unbilled items.

Write on / Write off

If you went over or under on your fee, you can adjust the amount within the drafted invoice. To update this, open up Invoices found under Billing in the main menu, click on the invoice you'd like to update, and change the amount.

You will see a positive or negative number appear under the Write On/Off column of that work item.

Approving an invoice

When you have completed reviewing your drafted invoice, you can then approve the invoice. Once you click approve, you can choose the payment due date.

Keep in mind anyone with access to Billing, will have the ability to approve an invoice.

Exporting approved invoices to QuickBooks Online or Xero

If you use Quickbooks Online or Xero for your invoicing, you can export your invoices to QBO or Xero formatting to import them into the system.

To do this, navigate to the approved tab within the invoices section off of the Main Menu, select the desired invoices to export and click 'Download QBO CSV' or 'Download Xero CSV'.

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