Overview
Ready to Bill helps you review and manage billable time entries, products, and expenses before adding them to customer invoices.
DeskDay lists billable items from tickets, projects, and activities based on the billing preferences configured in their associated contracts.
You can review these items, approve time entries, and select what needs to be invoiced.
1. Access Ready to Bill
Navigate to Billing → Ready to Bill.
View billable items grouped by customer.
Expand a customer to see the associated tickets, projects, activities, and billable entries.
Each customer section displays the number of billable items and the total amount available for billing.
Available Information
Field | Description |
Item | Ticket, project, or activity associated with the charge. |
Contract | Contract applied to the work item. |
Contract type | Type of billing agreement. |
Service type | Ticket, Project, or Activity. |
Quantity | Quantity of billable products or expenses. |
Unit price | Rate or price applied to an item. |
Billable hours | Total billable time recorded. |
Billable amount | Amount available for invoicing. |
2. Search and Filter Billable Items
Use the available filters to find specific billing records.
Customer: View items for selected customers.
Contract Type: Filter items by their contract type.
Bill Status: Filter items based on billing status.
Search: Find specific billable records.
You can also adjust the number of records displayed per page.
3. Review Billable Items
Expand a work item to view its individual entries.
Time Entries
Time entries contain billable work recorded by team members.
The amount is calculated based on the applicable contract rates, billable duration, and time-rounding settings.
Depending on the contract's configuration, time entries become available for billing:
Immediately
After the associated work item is closed
After timesheet approval
When processed manually
Review and Approval
Time entries can have one of two review statuses:
Pending Review: The entry requires approval before invoicing.
Approved: The entry is approved for billing.
Review pending entries and approve them before including them in an invoice.
Products and Expenses
Products and expenses added to tickets, projects, or activities are also displayed when eligible for billing.
Their availability depends on the contract's billing preferences.
Items configured as Do not bill are excluded.
4. Select Items for Invoicing
Use the checkboxes to select billable items.
You can select:
Individual time entries, products, or expenses.
An entire work item containing multiple billable entries.
Multiple work items belonging to the same customer.
Only the selected eligible items will be added to the invoice.
5. Create an Invoice
Once the required items are reviewed and selected, you can create an invoice directly from Ready to Bill.
Steps
Navigate to Billing → Ready to Bill.
Find the customer you want to bill.
Expand the customer section.
Review and select the required billable items.
Click Create Invoice.
Review the selected charges on the invoice creation screen.
Make any required adjustments.
Save the invoice as a draft or save it.
The selected time entries, products, and expenses are added to their corresponding invoice sections.
For invoice editing, sending, and payment management, refer to Invoices in DeskDay.
6. How Billing Preferences Affect Ready to Bill
The contract assigned to a work item determines when its list on ready to bill section.
For example:
With Immediately, an eligible item becomes available when recorded.
With After work item closed, charges become available once the associated ticket, project, or activity is closed.
With After timesheet approval, applicable time entries become available following timesheet approval.
With Manually, items require to move manually from tickets.
These preferences can be managed under Billing → Contracts.
Important Notes
Billable items are grouped by customer for easier review and invoicing.
Time-entry charges follow the rates and time settings configured in the associated contract.
Items already billed are excluded from further billing to prevent duplicate charges.
You can combine multiple eligible billable items from the same customer into a single invoice.