How to add Time Tracking Entries to an Invoice
Gary Hawton
Last Update há 6 meses
There may be times when you wish to make time entries that are billable to a customer, but are not necessarily part of a work order. Examples may include admin time, management time, etc.
Usually Time Tracking Entries are made automatically when actual time is entered on a Work Order. Those entries are invoiced as part of the Work Order and are not affected by using this option.
If you need to make extra Time Entries that can be considered billable, they can be entered into the system either using the Method Time Tracking application, or in a Time Entry application tied to QuickBooks. All entries will sync to HWIT/Method and be available for billing if they have been marked Billable.
When entering time, you will see the Billable Status as such:
These are the only items that will be billed automatically by HWIT Invoicing if you should decide to include those on your HWIT-generated invoices. Once billed, the billable status will change to NotBillable – this is important to note as QB will not allow this status to sync back, so HWIT will change the status to NotBillable, but will continue to manage the item properly within HWIT.
Once you have billable items set, they are billed in the same Home Watch Invoicing screen as regular Work Orders are billed. They are added to the same invoice as the Work Orders and all are synced so that you can use the Invoice Reconciliation and Invoice Modification screen as usual.
When invoicing for the first time, you will need to check the checkbox that says include Time Tracking Items. The system will also require that you add a date, prior to which all entries will be ignored. (This is required since QB does not allow the Billed item to be synced.).
When entering in that date, it is important that you carefully choose it as choosing the wrong date can potentially cause double billing. So, let say you are ready to bill October entries – meaning you want to include any time entries from October 1st onward. When prompted to exclude all items prior to a date, enter October 1 in that date field! All of the previous entries will then be skipped going forward and you will be billing from October 1 properly.
If you want to check that everything was invoiced correctly, you can view that information on the Invoice Reconciliation Screen:
And you will also be able to remove or add the Time Tracking Entries on the Invoice Modification screen. If you remove entries, they will be flagged back to “Billable” status and be available to add on a future invoice.
