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Understanding Billing Statuses: UnBilled, Pre-Billed, and Billed

Know which entries you can still change and how to fix one that's locked

Applies to: Billing

Every time entry and expense has a billing status. It tells you where the entry is in the invoicing process and whether you can still change it. If an entry won't let you edit it, the status is why.

The Three Statuses

Status
What it means
Can you edit it?
UnBilled
Not on any invoice yet
Yes
Pre-Billed
On a draft invoice (a pre-bill)
Yes, after you take it off the draft
Billed
On a finalized invoice
No, it's locked until the invoice is unfinalized

Entries start as UnBilled, become Pre-Billed when you put them on a draft invoice, and lock as Billed when you finalize. The lock is on purpose: once a client has an invoice, the records behind it shouldn't quietly change.

Seeing an Entry's Status

Invoice Status Column

In the invoice list, an orange P marks a pre-bill and a green tick marks a finalized invoice.

On the Invoices page, the status column shows an orange P for pre-bills and a green tick for finalized invoices. On Time & Expenses > Manage Time & Expense Entries, use the All | Billed | Pre-Billed | UnBilled filters.

Manage Time and Expense Entries

The billing status filters at the top right of the entries list. Click the picture to see it full size.

Fixing an Entry That's Already Billed

If...
Do this
The client hasn't received the invoice yet
On the Invoices page, select the invoice and click Unfinalize. It goes back to a pre-bill and its entries unlock. Fix the entry, then finalize again.
The client already has the invoice
Leave the invoice alone and record a credit or charge on the Adjustments tab under Invoices.
Note: If the client already has the invoice, use an adjustment. Unfinalizing and sending it again puts two different documents out with the same invoice number.