This article discusses how to use and handle Billing in a project, including the settings, time/expenses, 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, Time/Expenses, and Summary. 

Settings Tab
Time/Expenses Tab
Summary Tab

Settings Tab

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. 

1. Click Billing > Settings. Select your Billing section from the lefthand side menu. (The title will be whatever you have named this section.) In the Billing section, select “Settings” along the top. 
2. 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.
   
   
3. 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.
4. 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.”
   
   

Time/Expenses Tab

The Time/Expenses tab is where all time and expenses are entered for a project. This tab also displays all time and expense items that are not yet in an invoice. Line items that are part of an invoice will no longer display in the Time/Expenses Tab. 

Entering in Time Entries

To create and enter time entries, follow the steps below. Time entries will be added to the project’s list in ascending date order, with the earliest time entries listed first. Time entries can also be entered by using the timer.

1. Navigate to the Time/Expenses 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 “Time/Expenses” tab.
2. Click the green plus. Next to the “Time Entries” header, select the green plus button. 
3. Choose a team member. In the “Team Member” field of the “Add a Time Record” window, 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.
4. Fill fields. The date will fill in automatically, but it can be changed. Enter the number of hours worked, and write a description of the work, which will serve as this line item’s title. Choose whether to make this item unbilled.
   
   
5. Hit “Save.” When all fields have been filled, the blue “Save” button in the bottom right will become clickable. Hit this button when all fields have been filled out to your satisfaction.

Entering in Expense Entries

Expenses will appear in the project’s expenses list in ascending date order, with the earliest dates listed first. To add an expense entry, follow the steps below:

1. Navigate to the Time/Expenses 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 “Time/Expenses” tab.
2. Click the green plus. Next to the “Expenses” header, select the green plus button.
3. Choose an expense type, if desired. If you would like to enter an expense on that project’s rate schedule, you can search for this expense in the “expense type” field in the “Add an Expense” window. Choosing an expense type from the expenses in the rate schedule will pull in the description, price per unit, and units fields automatically, although any of these fields can be edited. 
   
   
4. Fill fields. Fill all remaining fields. The date will fill automatically but can be edited. Choose whether this line item should be unbilled. 
5. Hit “Save.” When all fields have been filled, the blue “Save” button in the bottom right will become clickable. Hit this button when all fields have been filled out to your satisfaction.

Unbilled Items

Unbilled items are used for when an expenses 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. 

Summary Tab

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.