This article discusses how to use and handle Billing in a project, including the settings, billing entries, and summary tabs. For instructions on setting up Billing for your Org, read the article on setting up Org-level Billing.
Once you have designed and set up Billing in the Setup BIlling Advanced tool and added the Billing section to a project type, you will be able to use Billing on a project level. Project-level Billing contains three tabs: Settings, Billing Entries, and Summary.
The settings tab is the first tab you should deal with after creating a project with a Billing section. In the Settings tab, you can change the rate schedule as well as the terms. If you have an Org default for either rate schedules or terms, these will be filled in automatically, but they can be changed in the project.
- Click Billing > Settings. Select your Billing section from the lefthand side menu. In the Billing section, select “Settings” along the top.
- Select options from dropdown menus. In the Settings tab, you will see a field for rate schedules and one for terms. To change either the rate schedule or the terms, click on the dropdown menu and select the option that you would like this project to use.
- Hit Save. Make sure to save your changes before switching to a different tab or page. Hit the blue “Save” button on the bottom right.
- If changing the rate schedule, confirm. If you are altering the rate schedule, you will be asked to confirm when you hit save. Changing the rate schedule will apply the new rate schedule to any un-billed time or expenses. Ensure that you are aware of this before continuing. When you are ready, hit “Save.”
Billing Entries Tab
The Billing Entries tab is where all time entries, expenses, and flat fee items are entered for a project. This tab also displays all unbilled or not-yet-invoiced entries.Line items that are part of an invoice will no longer display in the Billing Entries Tab.
There are three types of billing entries: time entries, expenses, and flat fee items.
Billing entries are associated with a team member and can be created in many places, aside from in the project. Time entries can also be created:
- in the timer
- in the Outlook Add-In
- from the calendar, and
- from a task in the project’s activity feed.
Time entries are listed in reverse chronological order, meaning that the most recent time entries are listed first.
Expense entries are for expenditures like gas, meals, or copies. Common expenses can be added as “expense types” to make adding an expense entry easier.
Flat fee items are for fees that are not time-dependent. The flat fee item allows users to add billing entries like a monthly retainer, which are neither an expense nor a time entry.
Creating Billing Entries
To create and enter time, expense, or flat fee billing entries, follow the steps below. Billing entries will be added to the project’s list in ascending date order within their respective categories.
- Navigate to the Billing entries tab. Find the project you’ll be working in using the “search for a project” search bar in the top right. In that project, select the Billing section from the lefthand side menu. In the Billing section, choose the “Billing Entries” tab.
- Open the Add modal. Click on the category where you would like to add the entry. Click on the plus button to the right of the category header to open the modal.
- For time entries, choose a team member. For time entries, search for the name or @username of the team member you would like to add a time entry for. Select the user from the list. If this team member has a rate chosen for this project’s rate schedule, the rate will fill in automatically, though it can be changed.
- For expenses, choose an expense type. For expense entries, search and select the expense type, if desired, to automatically fill the price per unit and unit fields.
- Fill in the other fields. The date will fill in automatically but can beedited. Fill in the other fields in the form as required. If you have set up billing codes, you can enter or choose a code from the dropdown. Lastly, choose whether to make this item unbilled.
- Hit “Save.” When all fields have been filled to your satisfaction, click “Save” in the bottom right.
Unbilled items are used for when an expense or time entry should be recorded and displayed, but should not be counted in Billing totals in the project or on the invoice.
Unbilled items will appear in faded text in the expenses or time entries list with an Unbilled tag. This item’s total will not be added to the expenses or time entries total. The unbilled line item will appear as an option to be added to an invoice, but will not affect the total of the invoice.
The Summary tab in a project’s Billing section provides an overview of information about the project’s Billing, including a total of what has been invoiced, the total payments, the current balance, any outstanding expenses or time entries, and the invoice status.
Summary and Outstanding
Under the “Summary” header, you will see overview information: the total invoiced, the total payments, and the current balance. The current balance will appear in parentheses when the payments exceed the invoiced.
Next to the “Summary” header, the “Outstanding” header provides the total for any line items—expenses and time entries—that have not yet been made part of an invoice.
Invoices and Payments
Below the “Summary” header, the “Invoices” header displays a list of invoices for this project.
In the Invoices section, you can view a list of all invoices for this project as well as create and handle invoices. For information on creating, editing, finalizing, and voiding invoices, read the article on handling invoices.
The “Payments” section beside Invoices is similar to the Invoices section. It shows a list of all payments that have been made for this project.