This article discusses the Codes tab in the Billing Setup Advanced tool. Here, users can add special codes to Billing and Expenses items. These codes function as a dropdown for time entries and expenses in the billing section. Billing codes allow users to categorize their time entries and expenses on invoices and reports.
Tables of codes are added in the Codes tab in Billing Setup. Timer entries and expenses can each have two different options for code tables, though the same table can also be used for both. For instance, you could have two tables that are used for both time entries and expenses, or you could have four different tables--two used for time entries and the other two for expenses.
- Click Advanced > Billing Setup > Codes. Click on the main menu in the top left corner and select “Advanced” from the dropdown. Choose “Billing Setup” from the menu on the lefthand side. In the Billing Setup section, select the “Codes” tab.
- Create a table and choose use. Select “New Table” and enter your desired name for the table. Toggle on “Billing Timer and Time Entries” or “Expenses” in order to be able to use the codes for those entries. You can also toggle both options or neither.
- Create codes. Enter the codes and their matching descriptions. Delete extra rows or undesired codes by clicking the trashcan icon next to the code. If you need more codes than available, choose “Add Row” at the bottom of the table.
- Save. Once you’ve entered everything to your satisfaction, click “Save.”
Editing and Deleting
Table names and their application to time entries or expenses can be edited at any time. If you edit or delete a code or description that is already in use, that code will be archived, and any already-entered uses of that code will remain, but new entries will not be able to use that code.
Once codes have been added, any tables of codes marked for time entries will be available as dropdown options for the timer and for time entries, and tables marked for expenses will be available as dropdown options when entering expenses.
To enter codes in the timer, select the caret at the bottom of the timer to open the category codes options. Begin typing to select your code, or click on the text box to choose from a dropdown of the codes.
DocGen and Reporting
Billing codes are all reportable using the Customized Billing Items report type, which is used to look at individual line items, like time and expense entries.