Once billing has been enabled and set up, you will then be able to use our full suite of Billing features including viewing unbilled items, customizing, approving and sending invoices to your clients, viewing your Realization report, as well as collecting payments from your clients with Karbon Payments.
The Billing Dashboard
Your Billing Dashboard is found by navigating to your Main Menu and clicking Billing. The dashboard contains a Billing Setup checklist for what you need to complete to get up and running. It also provides you with an overview of the different billing sections, allowing you to make decisions on what to focus on.
Step 1 - Choosing the Billing Entity contact
By default, each contact will be the 'Billing Entity' when you are viewing your unbilled items. This can be changed within the contact's details under the billing details section.
The Billing Address and Billing Email for each Contact have been set by default. To change the billing address and billing email, select a different email or address from the dropdown.
The Billing Entity defaults to the contact
To protect private and hidden information, private and hidden contacts can only bill to themselves
Client Groups are not legal entities, but rather a collection of legal entities, and cannot bill to themselves. You can select any public contact as the Billing Entity and all work and time assigned to the client group will be billed to the selected Billing Entity
On Work items, you can select a different Billing Entity option. If you change the Billing Entity for the work item this will NOT change the Billing Entity for the Contact
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 'Billing Entity' contact within the work item. This change is made in the Basics section on the Details tab of the individual work item.
You can also individually change the 'Billing Entity' contact within the Unbilled section of Billing. Click on the work item that you'd like to change the Billing Entity > use the options menu (...) on the right and choose 'Change Billing Entity'.
Step 2 - Finding billable work
Under the Billing menu will be the Unbilled section which contains all your unbilled items.
Filtering and Viewing unbilled items
Unbilled work will be grouped by who the invoice will be issued to in alphabetical order. When you click on the Billing Entity contact, you will see the following information:
The work items
The related client group
The work status
The fee type
The billable amount
The amount billed
You will see work items with the fee type of Fixed Fee and Time and Materials.
Fixed Fee work items will appear under Unbilled until they have had a final invoice and all expenses have been invoiced. Whereas Time and Material fee type work items will appear in the Unbilled screen when:
The work item does not have an invoice created for it
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 by:
Once you've filtered, it will only show you invoices that match your criteria.
Remove work from unbilled items
If there are work items in the unbilled section that aren't needed in an invoice, you can remove individual or bulk items from the unbilled section.
To do this, navigate to the 'Unbilled' section under 'Billing' off of the main menu and select the work items you'd like removed.
If you're individually removing them, you can remove them by clicking on the options menu (...) to the right of the work item and clicking 'Remove from Billing'
If you're removing multiple, you can do this in bulk by clicking the empty boxes of the preferred work items and clicking 'Remove from Billing'
Restore work removed from unbilled
To restore work removed from unbilled:
Click on the sorting slider in the upper right portion of your screen
Turn on the view for removed items.
Select the items you'd like restored
Click 'Add to Billing'
Step 3 - 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 add 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 'Billing Entity' contact.
If you made a mistake, you can discard a draft invoice under 'Invoices' and the work items will appear in Unbilled.
Once you've selected the items you'd like in your invoice, you can select 'Create Draft Invoice', this will automatically take you to your newly created draft invoice.
Or you can also access them from your Main menu under Billing > Invoices, by default it will show you the draft invoices first.
Step 4 - Adjusting a draft invoice
Adjust your invoices prior to approving them to ensure they are as accurate as possible.
From the Data tab, you will be able to adjust the amounts if necessary and set whether the items are to be the Final Bill for the work via the Final Bill toggle. You will have a full audit of the actions performed within the invoice activity section of the drafted invoice.
You can additionally mention your colleagues in the Invoice Activity of the drafted invoice which will allow them to see what updates were made.
Keep in mind if they don't have access to the Billing feature, you will not be able to add them in the comment.
Write on / Write off
For Billable Time, this can be done by changing the amount value at the total amount level or for each row. If calculated at the total amount level, the system calculates how much write-on/off there is for each row based on the hours and billable value per combination. If calculated at the row level, it will calculate the write-on/off for that time entry only.
If you track time on Fixed Fee work items, a calculation of the write-on/off per individual time entry will be created. When you view the time entry section on the fixed fee work item, you will see two additional columns called billed and write on and off.
Each time a time entry is added, in the background we will calculate the write-on and off and billed amount for each time entry.
Once an invoice has been approved, all time entries already added will be marked as billed and any time entries added after will then be marked as billed as well
If you decide that you don't want to bill all the time entries listed on the invoice and want to bill them at a later time, you are able to carry the time entries.
This can be done one at a time or in bulk by clicking on the checkbox and clicking the button option that says 'Carry'.
Once the invoice is approved, these time entries can be found back in the Unbilled section. If you want to re-include time entries before approving the invoice, click the checkbox again and click 'include'.
Unlike billable time, you cannot carry individual time entries. Instead, you can carry the amount of the invoice. This can only be done if the Fixed Fee Item is marked as a progress bill (see toggle section below for information on progress vs final bills). To carry adjust the amount to be a lower value.
Final Bill Toggle
Next to each work item on the invoice is a toggle, when toggled on, it indicates that will be the final invoice for that work item. For Fixed Fee items, this means the Fixed Fee work will no longer appear back in unbilled after the invoice is approved. For Time and Materials work, any time entries added after an invoice is approved will appear back in the Unbilled section
The Final Bill Toggle is toggled off by default for Time and Materials work items and on by default for Fixed Fee items.
If there are billable items for the same work (e.g expenses and time) and you toggle it on for one of the items, it will turn the toggle on for all billable items attached to that work item that is on the invoice.
Customization of an Invoice
If there's information that you'd like to change for the invoice, you can manually override the following items from the Presentation tab to affect changes in the invoice:
Title of the Billable Item
Furthermore, you can customize the invoice based on whether it is a Tax Invoice or an Invoice, whether to display Individual or Summarised Time entries, as well as how to display quantities, unit prices and amounts.
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 'Delete'.
This will remove the draft invoice and revert it back to the unbilled items.
Step 5 - Approving and Sending an invoice
When you have completed reviewing your drafted invoice, you can then approve the invoice. Once you click approve, you will see the Status change from Draft to Approved.
Keep in mind anyone with access to Billing, will have the ability to approve an invoice.
Filtering and Viewing approved invoices
Approve invoices will also be grouped by who the invoice will be issued to in alphabetical order.
You can filter your view to see the items you need to approve, the following filters will be available:
Payment Due Date
Last Downloaded Date
Approve and Send
Using the feature will allow you to both approve and send the invoice straight away. The invoice will come from the user who clicks send. Before it is sent, the sender and recipient of the invoice email will be confirmed. If you cancel sending, the invoice will be in an approved state.
There are some issues that will stop the invoice from being able to be sent. See this article on the common issues and how to fix them.
Once successfully sent, you will find the email and a PDF version of the invoice in their sent folder in Triage. Due to privacy and the need to ensure all dollar values remain private, invoices are not automatically added to timelines. You can manually add it to a timeline or @mention colleagues through comments in the email.
Once sent, the invoice moves from the Draft list (or approved state) and into Awaiting Payment section.
In addition to approving and sending, you can choose to just approve the invoice. Once approved, you are able to perform the following actions:
When sending, the same rules apply as above and the same checks will be made to ensure the invoice is legal. If you need to change the invoice date or add missing details, you are able to edit the invoice by putting it into a draft state.
Exporting approved invoices to QuickBooks Online or Xero
If you use Quickbooks Online or Xero for your invoicing, you can export your invoices to QuickBooks Online 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 'Export for QuickBooks Online (QBO)' or 'Export for Xero'.
Resend or download an invoice
For those invoices that have a status of Awaiting Payment or Paid, you can either resend the invoice via a Client Request to the Billing Entity, or download the invoice as a .pdf file to forward or print out. You can find this option on the 3 dot options menu of these Invoices, as well as in the receivables area for each client.
For resending invoices, you can also multi-select invoices and re-send these in bulk to your clients.
Step 6 - Collect Payments with Karbon Payments
Using Karbon Payments, your clients can seamlessly pay their invoices by credit/debit card or ACH direct debit (US only), from the invoices they receive.
Karbon Payments is powered by Stripe Connect to ensure compliance and security in collecting your client's payments. To guide you in setting this up, please proceed to our Karbon Payments help article.