Billing codes can be set up and edited in the Billing Setup Advanced tool. Click the main menu and select Advanced from the dropdown, and then select Billing Setup from the left side menu. In the Billing Setup Advanced tool, select your Org if prompted, and click the Codes tab.
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.
Change Position
The code set in the first position of its type (e.g. Time Code 1) will appear first in places like the time entry modal and the invoice template. The code set in the “Expense Code 1” position will be used for LEDES formatted invoices.
If you’d like a Time code set to be listed in the first position—“Time Code 1,” rather than “Time Code 2”—you can switch code set positions. Click on that time code set and click Change Position. The two time code sets will switch positions: the “Time Code 1” will become “Time Code 2,” and vice versa.
Adding and Editing Codes
To add codes, select the desired code set and click into the table. Enter the code and the description. Click the checkmark to save the code.
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.
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.
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. Click Refresh to order the codes.
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.
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.
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.
What Changed?
Formerly, up to two code sets could be toggled on for each of the three types of billing items (time entries, expenses, and flat fees), for up to six total usable code sets.
This setup meant that a single code set could be used for both time entries and expenses, for example. Other sets might not be toggled on for any billing item types, making them unusable.
The updates to code sets allow for two code sets for each of the billing item types, for a total of six code sets. Code sets can no longer be toggled on for multiple types of billing items, and instead are organized by type, making the sets easier to track and manage.
If you formerly had a code set that was toggled on for multiple billing item types, with this update, that code set will be copied for each of the types where it was toggled on. For instance, if you had a code set named “Tasks” that was toggled on for “Time Entries” and “Expenses,” you will now have two code sets containing the same codes—one Time code set and one Expenses code set. The code sets are now separate, and you can alter one set without affecting the other.
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