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Understanding Billing Statuses: UnBilled, Pre-Billed, and Billed

Know which entries you can still edit and which are locked

Applies to: Billing

Every time entry and expense has a billing status that tells you where it is in the invoicing process — and whether you can still change it. If you've ever wondered why an entry won't let you edit it, the status is the answer.

The Three Statuses

Status
What it means
Editable?
UnBilled
Not on any invoice yet
Yes
Pre-Billed
On a draft invoice
Yes — remove it from the draft first
Billed
On a finalized invoice
No — locked

Entries start as UnBilled, move to Pre-Billed when you put them on a draft invoice, and lock as Billed when the invoice is finalized. Locking is deliberate: once a client has an invoice, the records behind it shouldn't quietly change.

Spotting the Status at a Glance

Invoice Status Column

In the invoice list, an orange P marks a pre-bill (draft) and a green tick marks a finalized invoice.

On the Invoices page, the Invoice Status column shows an orange P for pre-bills and a green tick for finalized invoices. On Time & Expenses > Manage Time & Expense Entries, use the All | Billed | Pre-Billed | UnBilled filters to see entries in each state.

Manage Time and Expense Entries

The billing status filters in the top right of the entries list.

Fixing an Entry That's Already Billed

Two options:

  1. Unfinalize the invoice. On the Invoices page, select the invoice and click Unfinalize. It returns to a pre-bill and its entries unlock. Only do this if the client hasn't received the invoice.
  2. Post an adjustment instead. Leave the invoice as it is and record a credit or charge on the Adjustments tab. Use this when the invoice has already gone out.
Important: If the client already has the invoice, use an adjustment. Unfinalizing and re-issuing means two different documents with the same invoice number.