Skip to main content

Billing Time and Mileage

This guide explains how to add time and mileage entries to invoices and helps you bill clients accurately for work completed and travel expenses.

Understanding Billable Entries​

Time and mileage entries become line items when you add them to invoices. Each entry includes the description, rate, quantity, and total amount.

Entries remain available for billing until you add them to an invoice. After billing, entries are linked to that specific invoice.

Adding Entries to New Invoices​

Add time and mileage when creating a new invoice.

To add entries to a new invoice:

  1. Go to Invoices in the left sidebar
  2. Select New Invoice
  3. Select the client
  4. In the line items section, select Add Time/Mileage
  5. Review the list of unbilled entries for this client
  6. Select the entries you want to include
  7. Select Add Selected
  8. Review the invoice totals
  9. Complete the remaining invoice details
  10. Select Save or Send

Fiskl automatically populates each entry as a line item with the description, quantity, rate, and total.

Adding Entries to Existing Invoices​

Add time and mileage to draft invoices before sending.

To add entries to an existing invoice:

  1. Go to Invoices
  2. Find and open the draft invoice
  3. In the line items section, select Add Time/Mileage
  4. Review the list of unbilled entries for this client
  5. Select the entries you want to include
  6. Select Add Selected
  7. Review the updated invoice totals
  8. Select Save or Send

You can only add entries to draft invoices. Sent or paid invoices cannot be modified.

Selecting Multiple Entries​

Add several time and mileage entries at once for comprehensive billing.

To select multiple entries:

  1. When viewing the unbilled entries list
  2. Select the checkbox next to each entry you want to include
  3. Review the total amount at the bottom
  4. Select Add Selected

Selection tips:

  • Select all entries for a specific date range
  • Group related project work together
  • Combine time and mileage from the same trip or day
  • Check totals before adding to avoid surprise invoice amounts

Filtering Unbilled Entries​

Find specific entries quickly when you have many unbilled items.

Available filters:

  • Date range: Show entries from specific time periods
  • Entry type: Filter by time only or mileage only
  • Project: View entries for specific projects
  • Amount: Sort by highest or lowest value

To filter entries:

  1. When viewing unbilled entries
  2. Select Filter
  3. Choose your filter criteria
  4. Review the filtered results
  5. Select entries to add
  6. Select Add Selected

Editing Entries on Invoices​

Modify time and mileage details after adding them to invoices.

To edit an entry on an invoice:

  1. Open the draft invoice
  2. Find the line item you want to edit
  3. Select the line item
  4. Modify the description, quantity, rate, or amount
  5. Select Save

Changes to line items don't affect the original time or mileage entry. The original entry remains in your tracking records.

info

Editing a line item on an invoice only changes that invoice. The original time or mileage entry in your tracking system stays the same.

Removing Entries from Invoices​

Remove time or mileage line items from draft invoices.

To remove an entry:

  1. Open the draft invoice
  2. Find the line item to remove
  3. Select the delete icon or Remove button
  4. Confirm the removal

Removed entries return to your unbilled list and become available for other invoices.

Bulk Billing by Date Range​

Invoice all work from a specific period at once.

To bill by date range:

  1. Go to Invoices
  2. Select New Invoice
  3. Select the client
  4. Select Add Time/Mileage
  5. Set the date range filter (e.g., "Last Month")
  6. Select Select All
  7. Select Add Selected
  8. Review and complete the invoice

This method works well for monthly retainers or regular billing cycles.

Billing Different Clients​

Time and mileage entries are organized by client for easy billing.

How client filtering works:

  • When you create an invoice, Fiskl shows only unbilled entries for that client
  • Entries without a client appear as "Unassigned" and can be added to any invoice
  • You can reassign entries to different clients before invoicing

To reassign an entry to a different client:

  1. Go to Time & Mileage
  2. Find the entry to reassign
  3. Select the entry
  4. Change the client
  5. Select Save

What Happens After Billing​

When you add an entry to an invoice, several things occur:

Entry status changes:

  • The entry moves from "Unbilled" to "Billed"
  • It's linked to the specific invoice
  • It no longer appears in your unbilled entries list

Invoice line item created:

  • Description, rate, and quantity transfer to the invoice
  • Total amount calculates automatically
  • Line item can be edited independently of the original entry

Original entry preserved:

  • The original time or mileage entry remains in your records
  • You can still view it in your tracking history
  • Changes to the invoice line item don't affect the original entry

Viewing Billed Entries​

Check which entries have been invoiced.

To view billed entries:

  1. Go to Time & Mileage
  2. Change the filter from Unbilled to Billed
  3. Review the list of invoiced entries
  4. Select any entry to see which invoice it's on

This helps verify all work has been billed and identify invoice patterns.

Handling Unbillable Work​

Sometimes tracked time or mileage shouldn't be billed.

Options for unbillable entries:

  • Mark as non-billable when creating the entry (leave client empty)
  • Don't add to invoices if you decide not to charge
  • Write off entries you've decided not to bill
  • Archive old unbilled entries to clean up your list

To write off an entry:

  1. Go to Time & Mileage
  2. Find the unbilled entry
  3. Select the entry
  4. Select Write Off or change to non-billable
  5. Confirm the action

Invoice Line Item Formatting​

Control how time and mileage appear on invoices.

Default formatting:

  • Time: "[Duration] hours - [Description]"
  • Mileage: "[Distance] miles - [Description]"

To customize formatting:

  1. Go to Settings > Company Settings
  2. Find Time Name Template and Mileage Name Template
  3. Enter your preferred format using variables
  4. Select Save

Available variables:

  • {date} - Date of work or travel
  • {duration} - Hours worked (time only)
  • {distance} - Miles or kilometers (mileage only)
  • {description} - Entry description
  • {rate} - Per-hour or per-mile rate

Example: {date} - Professional services: {description} ({duration} hrs @ {rate}/hr)

Best Practices​

Bill regularly: Invoice clients weekly or monthly rather than letting entries accumulate. Regular billing improves cash flow and reduces forgotten work.

Review before adding: Check all entry details before adding to invoices. Ensure descriptions are clear, rates are correct, and dates are accurate.

Group related work: Combine entries from the same project or time period. This creates cleaner invoices and helps clients understand billing.

Provide details: Include clear descriptions on invoice line items. Transparency builds trust and reduces client questions.

Track immediately, bill later: Don't delay tracking work until you're ready to invoice. Track as you go, then batch entries into invoices on your schedule.

Use consistent rates: Set standard rates for each client to avoid confusion. Only change rates when justified and communicated to clients.

Double-check totals: Review invoice totals before sending. Ensure the amount matches what you expect based on work completed.

Keep records: Save original time and mileage entries even after invoicing. These records support tax deductions and client disputes.

Common Issues​

Entry doesn't appear in unbilled list

Check several potential causes:

  1. Verify the entry has a client assigned
  2. Ensure you're viewing the correct client's invoice
  3. Check if the entry was already added to another invoice
  4. Confirm the date range filter includes the entry date
  5. Look in the "Billed" entries to see if it was invoiced already
Wrong rate shows on invoice

The rate might need updating:

  1. Edit the line item directly on the invoice
  2. Change the rate to the correct amount
  3. Save the invoice to recalculate totals
  4. Consider updating the default rate in settings to prevent future issues
Need to add entry to wrong invoice

Move the entry to the correct invoice:

  1. Remove the entry from the incorrect invoice (if still a draft)
  2. It returns to your unbilled entries list
  3. Open the correct invoice
  4. Add the entry to that invoice instead
  5. If the wrong invoice was already sent, create a credit note and new invoice
Can't add entries to sent invoice

Sent invoices cannot be modified:

  1. Create a new invoice for the additional entries
  2. Reference the original invoice number in the description
  3. Alternatively, void the original invoice and create a new complete invoice
  4. Communicate the change clearly to the client