Write up and write-down an invoice

Writing up or writing down an invoice in Bill4Time allows you to set a fixed amount for labor and/or expenses while still keeping the original hours, hourly rates, and expense details intact. This gives you flexibility in billing without altering the actual work or expense records.

How to Write Up or Write Down an Invoice

1. Create the invoice and open it in Pre-Bill.

2. Check the box for “Labor Total” and/or “Expenses Total.”

3. Enter the desired fixed amount for Labor and/or Expenses.

4. If needed, click into the text fields to adjust where the change is applied.

5. Click “Save.”

Once saved:

• The original amounts will appear in a column called WIP.

• The adjusted amounts will display in a column called Billable (this is the only column your client will see).

⚠️ Tip: We recommend editing your Invoice Template to hide the Rate column, since the rate and hours will not mathematically match the adjusted totals.

Correcting an Adjustment Error

If a balance adjustment was saved as a debit instead of a credit (and does not appear with brackets), you can quickly correct it without deleting or recreating the invoice:

1. Go to Clients from the blue menu bar.

2. Select the desired client.

3. Click the Accounting tab.

4. Find and open the adjustment in question.

5. Click Edit.

6. Change the Adjustment Type to Credit.

7. Click Save.

Once corrected, the invoice will automatically update.

Important Note

When writing down an invoice, the adjustment is applied to the rate of the entry billed — the hours remain unchanged.