Create a billing record
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Click the Main Menu icon
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On the Projects page, select a project.
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Click Billing Records in the left panel.
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Click New Billing Record.
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In the New Billing Record box that displays, specify the following information:
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(Optional) Under Custom Forms, select a billing records custom form that you want to add to the record.
A billing records custom form must be created before you can select it here. Only active custom forms display in the list. For information, see Create a custom form.
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Click Save. The billing record is created.
Include Billable Hours, Expenses and Fixed Revenues in a billing record
Include Billable Hours in a billing record
You can include hours that have been logged on tasks, issues, or the project in your billing records.
If the user who logs the hours or their Primary Job Role is associated with a Billing per Hour Rate, the revenue from these hours is added to the billing record.
What hours can be added to a billing record
You can add hours to a billing record when the following conditions are met:
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Hours have been logged for the tasks, issues, or project.
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The Hour Type of the hours logged is marked as Count as Revenue.
For more information, see the article Manage hour types.
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All hours logged for issues or the project can be added to a billing record if the user who logs the time has a Billing per Hour rate associated with them or their Primary Job Role.
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If the hours are logged on a task, the task must have the following Revenue Type:
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The Revenue Type can’t be set to Not Billable.
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If the Revenue Type is set to User Hourly, the user who logs the time must have a Billing per Hour rate set in their profile.
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If the Revenue Type is set to Role Hourly, the Primary Role of the user who logs the time must have a Billing per Hour rate.
NOTE
You can override billing rates for job roles at the project level.
For more information, see the section Overriding Job Role Billing Rates at the Project Level in the article Overview of overriding Job Role Billing Rates and calculating Revenue on a project.
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If the Require time to be approved for this project option is checked under Project Settings, then the Project Owner must approve the hours logged.
For more information, see Require time to be approved for a project.
Add hours to a billing record
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Click the Main Menu icon
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On the Projects page, select a project.
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Click Billing Records in the left panel.
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Click the billing record Description to open the Billing Record Details tab.
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Click Billable Hours in the left panel.
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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 logged don’t meet the conditions required to be added to a billing record, the Add Hours button will not display. For more information, see the following section in this article: What hours can be added to a billing record. -
Select the hour entries you want to include in the billing record, then click Add Hours. The Actual Cost of the hours is added as the Billable Hours amount to the Billing Record Total.
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(Optional) Click Billing Records Details to review the Billable Hours and Billing Record Total amounts, and the billing record total in the billing record header.
Include 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 the article Manage project expenses.
To add billable expenses to a billing record:
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Click the Main Menu icon
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On the Projects page, select a project.
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Click Billing Records in the left panel.
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Click the billing record Description to open the Billing Record Details tab.
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Click Billable Expenses in the left panel.
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(Conditional) If you’ve added expenses to your tasks or the project and marked them as Billable, click Add Expenses.
NOTE
If you have expenses but they’re 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. -
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.
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(Optional) Click Billing Records Details to review the Billable Expenses and Billing Record Total amounts, and the billing record total in the billing record header.
Include 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 type of task or project revenue is available to be added in a billing record. For more information about revenue types, see the Overview of Billing and Revenue section in the article Overview of Billing and Revenue.
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Click the Main Menu icon
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On the Projects page, select a project.
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Click Billing Records in the left panel.
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Click the billing record’s Description to open the Billing Record Details tab.
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Select the Fixed Revenues tab.
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If you have added fixed revenues to your tasks, click Add Fixed Revenues.
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If you have revenue amounts on tasks but they aren’t marked as Fixed, the Add Fixed Revenue button will not display. -
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.
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(Optional) Click Billing Records Details to review the Billable Revenues and Billing Record Total amounts, and the billing record total in the billing record header.