Billing Code Set Management

Billing codes can be set up and edited in the Billing Setup Advanced tool. Click main menu > Advanced > Billing Setup. Then, select Codes from the Billing Setup dropdown.

• How to Set Up a Code Set
• Marking Code Set as Required
• Using Codes for Billing Items

How to Set Up a Code Set

By default, the code sets are named, “Time Code 1,” “Time Code 2,” “Expense Code 1,” and so on. If you had previously created billing code sets, the sets will keep their original names. 

You can change the name of the code set by clicking on the set and then selecting the pencil icon to the left of the name. 

Adding and Editing Codes

To add codes, select the desired code set and click the pencil icon.

Click on any field in the codes table to edit it. Click the checkmark to save the changes, or the “x” to discard any changes. 

To add a new code, scroll down the bottom of the list and enter the code and the description in the last row. Click the checkmark to save the code. The codes will be added at the bottom of the table, but after the page is refreshed all codes will appear in alphabetical order based on the code. Refresh the page to order the codes.

Note: The billing codes table uses keyboard shortcuts. Click Tab to navigate from the code to the description box. Click Tab + Enter to save the code and open the next row.

Delete Codes

Click on the “x circle” icon to delete a code. To delete all codes in the code set, click Clear All in the top right corner of the table. 

Marking Code Sets as Required

You have the option to make billing code sets required. If a billing code set is marked as required, users will not be able to save a billing item without selecting a billing code for that set.

To mark a code set as required, in the Codes subsection, click the Settings tab. Here, you can toggle the “Required” option on for any set. (If a code set is not in use, you will not have the option to mark it as required.)

The “required” options selected with the toggles only apply to codes on newly created projects. These options will not apply to billing codes on newly-created items in existing projects by default. 

Apply Settings to Existing Projects

If you’d like to apply the “required” options you’d selected to your existing projects, click Apply Settings to Projects at the bottom of the Settings section. 

This action applies your current toggle selections to newly-created items or individually-edited items in existing projects (codes will still not be required in bulk editing). Applying the code settings to existing projects cannot be undone, so proceed with caution.

Using Codes for Billing Items

Once codes have been added, any time code sets will be available as dropdown options for the timer and for time entries, expense code sets will be available as dropdown options when entering expenses, and flat fee sets will be available as dropdown options when entering flat fees.

Begin typing to select your code, or click on the text box to choose from a dropdown of the codes. 

Note: If a code set has been marked as required, you must select a code from the set in order to save the billing item.

DocGen and Reporting

These codes will appear as columns on the default invoice template DocGen, and can be added to the Invoice template DocGen with their own mergefields as most fields. 

Billing codes are all reportable using the Billing Items report type, which is used to look at individual line items.