Billable Time.

Creating Billable Time

To record new billable hours, click the New Billable Time button.

Fields Explained

When creating new billable time, the following fields are displayed:

• Date: The billable time date.
• Customer: The client you are billing for the recorded time.
• Description: Details or explanation of the tasks performed.
• Time spent: How many hours were invested in the task.
• Division: The relevant division associated with this entry.
• Amount: Automatically calculated amount (Time spent × hourly rate).
• Status: Indicates the state of billable time entry (Uninvoiced, Invoiced, or Written-off).

The status options are:

• Uninvoiced: Not yet invoiced to customer.
• Invoiced: Linked to and billed through a Sales Invoice.
• Written-off: Not billed and will not be billed in the future (see instructions below).

Invoicing Billable Time

Billable time entries initially have an Uninvoiced status. To invoice these entries:

1. Go to the Customers tab.
2. Click the monetary amount shown under the Uninvoiced column next to the appropriate customer.
3. From there, click New Sales Invoice to create an invoice for the unbilled hours.

For additional details on customer invoicing, refer to Customers.

Writing-Off Uninvoiced Billable Time

If you need to remove billable time that won't ever be invoiced, you can write it off:

1. Click Edit on the relevant billable time record.
2. Choose Written-off from the Status dropdown.
3. Set the specific date upon which the time was written off.

Writing off entry ensures no unnecessary effect on your Balance Sheet—billable time assets increase when recorded and decrease upon writing them off or invoicing.

Customizing Your View

You can select which columns appear on your Billable Time tab to customize your experience:

• Click the Edit columns button.

For more detailed instructions, check Edit columns.

Additionally, sorting and filtering your logged hours is easy with the Advanced Queries feature. For example, grouping Uninvoiced hours by customer:

To learn more, see Advanced Queries.

Capturing Additional Data with Custom Fields

To capture more specific information about billable tasks (such as which staff member worked on them), you can set up custom fields. This enables additional reporting flexibility, allowing you to filter or sort billable time by the data captured through custom fields. For setting these up, refer to Custom Fields.