The Org Level Billing Advanced tool is designed to facilitate billing across an entire Org in one central location. Here, you can create time and expense entries, record payments, create invoices, and send those invoices off, all without having to go to an individual project.
Navigate to the Billing Advanced tool by selecting “Advanced” from the main menu and then selecting “BIlling” from the left side menu. The Billing Advanced tool contains three tabs: invoices, unbilled, and payment.
The Invoices tab in the Billing Org section displays all invoices and all invoice activity across projects for the entire Org. In this tab, you can handle invoices just the way you would in an individual project: creating, editing, viewing, and finalizing, sending, and voiding. To learn how to create, edit, and manage invoices, read the article on handling invoices.
The Invoices displays a list of all active projects organized by most recent activity and by any specified filters. When a project is selected, it will drop down to display a list of all invoices in that project. Invoices are ordered by due date, with the most overdue invoices at the top. Clicking on an invoice in this dropdown will open the invoice window, where you can manage the invoice. Click the project again to close this dropdown.
By default, the Invoices tab will display 10 items per page. There are options for 10, 25 and 50 items per page. The 25 items option will appear when there are 11+ projects listed and the 50 items option will appear when there are 26+ projects listed in the tab. The user’s preferred per page selection is preserved.
Similar to the Invoices tab, the Unbilled tab is a list of all projects that currently have any time or expense entries not yet in an invoice. This list is sorted from the project with the oldest unbilled item to the project with the most recent billing item date. Items can also be sorted using filters.
Click a project to open a window displaying all not-yet-invoiced time or expense entries for that project. In this window, line items can be checked to be added to an invoice, just the way they would be added in a project. For more information on creating and managing invoices, read the article on handling invoices.
By default, the Unbilled tab will display 10 items per page. There are options for 10, 25 and 50 items per page. The 25 items option will appear when there are 11+ projects listed and the 50 items option will appear when there are 26+ projects listed in the tab. The user’s preferred per page selection is preserved.
The Payments tab is similar to the other tabs in the Org Billing Advanced tool, but this tab displays a list of all projects that have had payments applied to them. Items in the list can be sorted using filters.
Clicking on a project will open a list of payments made in that project. Clicking on a payment will open the payment window, where you can view the date of payment, the source type, and the reference number for the payment. This window also contains a list of available invoices to which the payment could be applied; you can select an invoice checking it and selecting the amount of payment that should be applied. Handling payment in Org Billing works just the way it does in projects.
The Payment tab will display 10 items per page as the default, but the default can be changed by changing the page selection. The user’s preferred per page selection is preserved. Pagination options include 10, 25 and 50 items per page, and these options appear as more items add added to the list.
The lists in each of the tabs of the Org Billing Advanced tool can be filtered to make it easier to find the items you’re looking for. These filters will reset to the default when you leave the Org-level Billing tool, or they can be refreshed by hitting the refresh icon to the right of the filters.
Read below for an overview of the filter options:
- Project Filter: Search for and select a project to include only invoices from that project.
- Include Archived: By default, archived projects are excluded from the invoices list. Selecting the Include Archived checkbox will pull in archived projects to the list.
- Team Member Filter: Search for and select a name or username to include only invoices created by that user.
- Date: From/To Filter: Select a from and to date to filter by invoices created during that time period. This filter includes a dropdown, which provides several options for easy searching.
The Invoices tab has one additional filter available:
- Invoice Status: Click the dropdown menu and select an invoice status to filter by invoices with that status.