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Billing Time and Mileage

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

Before You Begin​

  • Time and mileage entries must have a client assigned to appear in that client's unbilled entries list
  • You can only add entries to invoices with a Draft status — revert sent or paid invoices to draft before making changes
  • Entries without a client assigned appear as "Unassigned" and can be added to any invoice

Understanding Billable Entries​

When you add time or mileage entries to an invoice, each entry becomes a line item showing the description, rate, quantity, and total amount.

Entries remain available for billing until you add them to an invoice. After billing, each entry is linked to that specific invoice and moves from Unbilled to Billed status.

Adding Entries to a New Invoice​

Add existing unbilled entries​

  1. Go to Invoices in the left sidebar
  2. Select + New Invoice
  3. Select the client
  4. In the line items section, select Add items > Select existing
  5. Select Client items
  6. Review the list of unbilled time and mileage entries for that client
  7. Select the entries you want to include
  8. Select Add Selected
  9. Complete the remaining invoice details
  10. Select Save or Save & Send

Each selected entry populates as a line item with the description, quantity, rate, and total.

Add a new time or mileage entry​

  1. Go to Invoices in the left sidebar
  2. Select + New Invoice
  3. Select the client
  4. In the line items section, select Add items
  5. Select + Add New, then select Time or Mileage
  6. Enter the entry details
  7. Complete the remaining invoice details
  8. Select Save or Save & Send

More details options​

Select More details on a line item to access additional fields.

For time entries:

  • Income ledger account — assign the revenue ledger account this entry posts to
  • Currency — set the billing currency; select the exchange rate field to adjust the rate if needed
  • Toggle Start – End Time on to record specific start and end times

For mileage entries:

  • Income ledger account — assign the revenue ledger account this entry posts to
  • Currency — set the billing currency; select the exchange rate field to adjust the rate if needed
  • Distance entry method — choose Direct (enter a distance), Odometer (enter start and end readings), or Maps (calculate from route)
  • Toggle Round Trip on to double the distance automatically
  • Toggle Reimbursement on if this is an employee reimbursement

Adding Entries to an Existing Invoice​

You can add time and mileage entries to any draft invoice.

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

You can only add entries to draft invoices. To modify a sent or paid invoice, select the Status button and revert it to Draft first.

Selecting Multiple Entries​

When viewing the unbilled entries list, select the checkbox next to each entry you want to include. To select all entries at once, select the checkbox next to Type at the top of the list. Then select Add Selected.

Filtering Unbilled Entries​

Use filters to find specific entries when you have many unbilled items.

  1. When viewing unbilled entries, select Filter
  2. Choose your filter criteria:
    • Entry type — time only or mileage only
    • Client — entries for a specific client
    • Currency — entries in a specific currency
  3. Review the filtered results
  4. Select the entries to add
  5. Select Add Selected

Editing Entries on Invoices​

  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 are reflected in the entry in the time and mileage list, where the entry is marked as billed.

Removing Entries from Invoices​

  1. Open the draft invoice
  2. In the line items section, select Edit
  3. Find the line item to remove
  4. Select the delete icon

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

Viewing Billed Entries​

  1. Go to Time or Mileage
  2. Select the filter button, then select Billed under type
  3. Review the list of invoiced entries

Handling Unbillable Work​

If you have tracked time or mileage you don't intend to bill, you have several options:

  • Leave the entry without a client assigned (it will not appear in any client's unbilled list)
  • Do not add the entry to an invoice

Reassigning Entries to a Different Client​

Entries are organised by client. If an entry is assigned to the wrong client, reassign it before invoicing.

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

Entries without a client assigned appear as "Unassigned" and can be added to any invoice — useful for general work not tied to a specific client.

Customising How Entries Appear on Invoices​

Time and mileage entries appear as invoice line items with the following columns:

ColumnTime entryMileage entry
Name and descriptionEntry name and any notesEntry name and any notes
Unithmi or km
QtyDuration (e.g. 5h00)Distance (e.g. 45)
Price/RateYour hourly rateYour rate per mile or km
Line totalCalculated automaticallyCalculated automatically

To hide units and quantity from the invoice:

  1. Go to Settings > Invoice & Quote Settings > Templates and Brands
  2. Select the template
  3. Select the Display tab
  4. Toggle off Units and Quantity
  5. Select Save

Common Issues​

An entry is missing from the unbilled list

The most common cause is that the entry has already been invoiced. Go to Time or Mileage, select the filter button, and filter by Billed to check.

If it isn't billed, check that the entry has a client assigned — unassigned entries don't appear in a client's unbilled list. Also confirm you're working on the correct client's invoice.

The wrong rate is showing on the invoice

You can update the rate directly on the invoice without removing the entry:

  1. Open the draft invoice
  2. Select the line item
  3. Update the rate to the correct amount
  4. Select Save to recalculate the totals
The exchange rate on a line item is incorrect

If a time or mileage entry is in a different currency to your invoice, the exchange rate is set at the time the entry was created. To correct it:

  1. Open the draft invoice
  2. Select the line item
  3. Select More details
  4. Select the exchange rate field and enter the correct rate
  5. Select Save
Can't add entries to a sent or paid invoice

You can only add entries to draft invoices. To add entries to an invoice that has already been sent or paid:

  1. Open the invoice
  2. Select the Status button and revert it to Draft
  3. Add the entries
  4. Re-send the invoice
Need to move an entry to a different invoice

Remove the entry from the current invoice first — it returns to your unbilled list and becomes available to add elsewhere:

  1. Open the draft invoice containing the entry
  2. In the line items section, select Edit
  3. Find the line item and select the delete icon
  4. Open the correct invoice and add the entry

If the incorrect invoice has already been sent, revert it to Draft, remove the entry, then re-send. Open the correct invoice and add the entry there.

tip

Ask Fi for help — Fi is Fiskl's AI assistant, available in the top right of the screen. If an entry isn't appearing where you expect it, a rate looks wrong, or you're not sure how to handle a billing situation, Fi can walk you through it quickly.