Follow
Creating Billing Records

In addition to setting up revenue and tracking expenses, you can create billing records on a project for information that needs to be billed.

You cannot create billing records for tasks. You can only create billing records for projects.

Understanding Billing Records

Billing records are created as attachments to a project and contain financial data from the project as well as some financial information for the tasks in a project. You create a billing record when you want to bill an amount of money related to the project to an external vendor or partner. In addition to billing a fixed amount to an external source, there are times  when you need to bill out the amount of work on the project (from logged hours) to an external contractor, as well as the expenses incurred or the amount of fixed revenues. You can include all this information in the same billing record.

Your access level must have financial data access enabled in order to create and view billing records. 

Once a billing record is set to 'Billed' it can not be edited. 

A project with billing records that have been marked as 'Billed' cannot be deleted.

Creating a Billing Record

  1. Navigate to a project.
  2. Go to Billing Records tab.
    Depending on how your system administrator designed your layout, this tab might be located under the More tab.
  3. Click New Billing Record.
  4. Specify the following information for the Billing Record:
    Description: This is a required field. Specify a description for the billing record, to reflect the purpose or the intent for this record.
    Billing Status: Select Not Billed, if this record has not been billed yet. 
    Select Billed when the billing record is billed.
    Billing Date: Select the date for when this billing record is billed, by clicking the calendar icon.
    PO Number: If there is a PO Number associated with this billing record, specify this information in this field.
    Invoice ID: If there is an Invoice associated with this billing record, specify this information in this field.
    Additional Amount: Enter the fixed amount of your billing record. This is the amount you intend to bill an external customer, contractor or partner for this project. This amount cannot be modified after the status of the billing record is changed to Billed.
  5. Click Save.
    The Billing Record is created. To include Billable Hours, Expenses and Fixed Revenues in the Billing Record, follow the steps outlined in the following sub-section.

Including Billable Hours, Expenses and Fixed Revenues in a Billing Record

Including Billable Hours in a Billing Record

If you are adding Billable Hours to the Billing Record, ensure they are approved by the project manager, if the project requires hour approval. For more information about requiring approval on project hours, see "Requiring Time to be Approved on a Project." When you include hours in your billing records, your task assignees (job roles or users) must be associated with an hourly rate. 

To add billable hours to a billing record:

  1. Navigate to the project with the Billing Records.
  2. Select the Billing Records tab.
    Depending on how your system administrator designed your layout, this tab might be located under the More tab.
  3. Click the Description of a billing record to open the Billing Record Details tab.
  4. Select the Billable Hours tab. 
  5. If there are hours that could be included in a billing record, click Add Hours
    The Add Billable Hours box opens.
    NOTE If there are no hours logged or if the hours have been logged but have not been approved and the project requires hour approval, the Add Hours button does not display. For more information about requiring hours to be approved on the project, see "Requiring Time to Be Approved on a Project."
  6. Select the hour entries you want to include in the billing record, and click Add Hours.
    The Actual Cost of the hours is added as the Billable Hours amount to the Billing Record Total

Including Billable Expenses in a Billing Record

If you are adding Billable Expenses to the Billing Record, ensure the expenses on the tasks and the project are marked as Billable. Expenses that are not marked as Billable are not available to add in a billing record. For more information about adding expenses, see "Managing Expenses."

To add billable expenses to a billing record:

  1. Navigate to the project with the Billing Records.
  2. Select the Billing Records tab.
    Depending on how your system administrator designed your layout, this tab might be located under the More tab.
  3. Click the Description of a billing record to open the Billing Record Details tab.
  4. Select the Billable Expenses tab.
  5. If you have added expenses to your tasks or the project and have marked them as Billable, click Add Expenses.
    NOTE If you have expenses but they are not marked as Billable, the Add Expenses button does not display. Only billable expenses with an Actual Amount greater than zero are eligible to be included in a billing record.
  6. Select the billable expenses that are available to be added to the billing record, then click Add Expenses.
    The Actual Amount of the expenses is added as the Billable Expenses amount to the Billing Record Total

Including Fixed Revenues in a Billing Record

You can add Fixed Revenues to your billing records if you have tasks that have Fixed Revenue available. No other types of task or project revenue is available to be added in a billing record. For more information about revenue types, see the "Types of Billing Rates Available" section in "Understanding Billing and Revenue."

To add fixed revenues to a billing record:

  1. Navigate to the project with the Billing Records.
  2. Select the Billing Records tab.
    Depending on how your system administrator designed your layout, this tab might be located under the More tab.
  3. Click the Description of a billing record to open the Billing Record Details tab.
  4. Select the Fixed Revenues tab.
  5. If you have added fixed revenues to your tasks, click Add Fixed Revenues.
    NOTE If you have revenue amounts on tasks but they are not marked as "Fixed', the Add Fixed Revenue button does not display.
  6. Select the tasks whose fixed revenues you want to include in the billing record, then click Add Tasks.
    The Fixed Revenue amount of the tasks is added as the Billable Revenues amount to the Billing Record Total.

Editing a Billing Record

After creating a billing record and including hours, expenses and revenues in the billing record, you can edit some information on the existing record, before it is marked as Billed. 

To edit an existing billing record:

  1. Navigate to the billing record.
    The Billing Record Details tab is the default tab of the billing record.
  2. Click Edit Billing Record Details.
  3. Consider editing the following information:
    Description
    Billing Status: If you select Billed, the billing record cannot be edited, after you save your changes.
    Billing Date
    PO Number
    Invoice ID
    Additional Amount
    The following fields cannot be edited:
    Billable Hours: The total of the Actual Cost of the hours included in the billing record. For more information about including hours in a billing record, see "Including Billable Hours in a Billing Record."
    Billable Expenses: The total of the Actual Amount of the billable expenses included in the billing record. For more information about including billable expenses in a billing record, see "Including Billable Hours in a Billing Record."
    Billable Revenues: The total of the Fixed Revenue of the tasks included in the billing record. For more information about including fixed revenues in a billing record, see "Including Fixed Revenues in a Billing Record."
    Billing Record Total: The total of all billable amounts. 
  4. Click Save.