Why can't I add timesheets and expenses to an invoice?

On an invoice, Add Time, Add Expense and Add Fixed Amount only list work that is ready to bill. If an entry you expect is missing, or the popup says No projects with unbilled timesheets, one of the checks below explains why.

An entry can go on an invoice when it is:

• for the invoice's customer;
• billable;
• Approved or Automatically Approved;
• not on another invoice yet.

Only Administrators and Finance Managers can create invoices and use these buttons. See getting started with invoices.

Timesheets

The project isn't billable

Time on a project whose Billing Method is Not Billable can't be invoiced, and the project doesn't appear in Add Time. Open the project's settings from the ⋮ menu next to its name, go to Billing & Budget and choose Person Hourly Rate, Category Hourly Rate, Project Hourly Rate or Do not apply hourly rate. With the last one, time comes onto the invoice without a price, so you type one in.

When you save, Avaza updates the project's uninvoiced timesheets: they become billable wherever their category is billable. Internal projects, for your own company, are always Not Billable.

Administrators and Finance Managers can change any project's settings, Portfolio Managers the settings of projects they're members of, and so can a Project Manager with Can Manage this Project's Settings on that project. See project settings and billable rates.

The timesheet category isn't billable

Each project has its own list of timesheet categories, and each one is billable or not. Time in a non-billable category can't be invoiced. When people log time, the Category list shows the categories under Billable and Non-Billable.

1. In the project's settings, open the Categories tab and click the category.

2. Tick Billable.

3. Under "Would you like to apply the latest Billable Rate Amount, Cost Amount, Billable & Payable flags to existing timesheets?", choose Yes, update all existing uninvoiced timesheets, or the option for a date range. If you leave the default, No, only new time becomes billable.

4. Click Save.

You can also edit an entry and choose a billable category, as long as the entry isn't locked.

Changing is Billable? for a category in Settings › Timesheet Settings only affects projects the category is added to later, such as new projects. Existing projects keep their own setting, so change it in each project. See tracking different types of work.

The time isn't approved yet

When a person's project membership has Timesheet approval required? ticked, their entries stay Draft until they submit them, then Pending until an approver approves them. Rejected entries have to be fixed and submitted again. Entries that don't need approval are approved automatically when they're saved.

Approvers find submitted time on the Pending Approval tab of Timesheets. Also check Other weeks with Pending Timesheets, which lists the other weeks that still have time waiting, and ask your team to submit any drafts. See timesheet approvals.

A timer is still running

If an entry in your selection has a timer running, Add Time stops with "Timesheets from your selection have timers running on them" and names the person and date. Stop the timer, then add the time again.

The project belongs to another customer

Add Time only lists projects that belong to the invoice's customer. Time on another customer's project goes on that customer's invoice.

Expenses

The expense isn't billable

An expense can only be invoiced when it has a Customer and Billable is ticked. The Billable box appears once you choose the customer, and that customer must be the invoice's customer. If the expense was saved without them, edit it, choose the customer and tick Billable. If approved expenses are locked, see editing a locked expense.

The expense isn't approved yet

With Expense Approval Required switched on in Settings › Expense Settings, only Approved expenses can be invoiced. With approvals off, expenses are Automatically Approved when saved. Draft, Verified (saved but not submitted), Pending Approval and Rejected expenses aren't listed. Approvers approve them on the Approvals tab of Expenses, under Pending. See expense approvals.

Fixed amounts

Add Fixed Amount lists the uninvoiced fixed amounts on the customer's projects. Completed Tasks Only is ticked by default, so fixed amounts on unfinished tasks aren't added unless you untick it.

Anything already invoiced

Each timesheet, expense and fixed amount can be invoiced once. If it's on another invoice, even a draft or a voided one, it isn't listed again. To free it, remove its line from that invoice and save, or delete that invoice (remove any payments and credit notes from it first). Voiding an invoice doesn't free its items.

Archived people and projects

You can still invoice time and expenses from people who have been archived. Archiving someone stops them signing in and disables them on every project, but their timesheets and expenses stay. Their billable, approved, uninvoiced entries appear in Add Time and Add Expense like anyone else's. Time on archived projects is listed too.

Time they submitted before they were archived still waits on the Pending Approval tab in Timesheets. An Administrator, the project's timesheet approver or the person's Default Timesheet Approver can approve it as usual, and then it can be invoiced.

Draft time is different. Archived people can't sign in to submit it, and archiving removes their roles, so nobody else can open their timesheet either. Ask people to submit their timesheets before you archive them. If an archived person still has draft time you need to bill, an Administrator can submit it for them:

1. In Contacts, open the Archived tab, click the ⋮ on the person's row and choose Restore.

2. Open the person, tick Timesheet/Expense User under Assign Roles, untick Send Email Invite to User and click Save.
   They don't need to sign in. The role uses a licence while they have it: if you've reached your limit, see why you can't assign a role.

3. Go to Timesheets and choose the person from the name at the top. In Week view, click Submit for Approval for each week with draft time.

4. Approve the time on the Pending Approval tab.

5. Archive the person again. Their approved billable time can now be invoiced.

Time that an approver rejects after someone is archived needs the same steps: restore them, edit the rejected entries in their timesheet, and submit them again. See archiving users for what restoring brings back.

Find what's still to invoice

• Timesheet Details report: add the Status, Billable? and Invoice Number columns under Show Columns. An entry can be invoiced when it's billable, Approved or Automatically Approved, and has no invoice number. See the Timesheet Details report.
• Uninvoiced Items report: the uninvoiced billable time, expenses and fixed amounts for each customer. It counts every approval status unless you filter by status, so it can include time that Add Time doesn't list yet. See the Uninvoiced Items report.
• Project Uninvoiced Items widget, on a project's Summary view: splits the project's billable, uninvoiced time by status. Only the Approved column, which includes automatically approved time, is ready to invoice. See the Project Uninvoiced Items widget.

If an entry meets every condition and still doesn't appear, contact support.