Skip to main content
User Guides

Billable and non-billable time

Not every hour your team records is billed. Field work and report writing usually are; internal meetings, training, proposal work, and time off are not. In EVX Software, each time entry is billable or non-billable, and that decides whether its hours can go on an invoice. Getting it right keeps billable work off overhead, and overhead off client invoices.

Jump to:

Where billable comes from​

Three settings work together, from the most general to the most specific:

  1. The labor category. Each labor category has a Billable setting. In EVX Software's suggested setup, the groups say which is which: 1. Billable for work billed to clients; 2. Indirect Labor, 3. Preliminary & Proposal work, and 4. Time off for work that isn't. See Organizing records by labor category. Your administrator sets it on each category. See Setting up labor categories.
  2. The task. A task is billable or not, in its Basic data. A time entry recorded on a task takes the task's labor category and billable setting.
  3. The time entry. Its Is billable switch decides in the end. You can change it on the entry.

See what is billed​

In the Time tab, the Invoicing status filter shows Unbilled, Invoiced, Non billable, or Fixed fee work entries. The 01. Timesheets report has the same filter. See Time reports.

Correct entries​

  • One entry: open it and change Is billable. This is how you correct your own entries. See Editing time entries.
  • Several entries: administrators select them and use Mark as › Mark as billable or Mark as non billable.

Administrators select several entries to change them in one step.

An invoiced entry is already on an invoice. Change the invoice instead. See Editing and sending invoices.

Fixed-fee work​

On a fixed-fee task, the client pays the task's price, not its hours. Use the Fixed fee work status of the Invoicing status filter to see its time entries. See Contract types.

Example: a site visit and a training day​

A field technician records a site visit on the sampling task, which is billable, and a safety refresher on an indirect labor task. At month end, the billing coordinator filters Time by Unbilled and sees only the site visit, ready for the invoice. The training shows under Non billable.

What you can do next​

  1. Labor categories for choosing a category.
  2. Editing time entries to correct entries.
  3. Generating invoices to bill the hours.
  4. Setting up labor categories if you're an administrator setting which categories are billable.
Previous: Time tracking