How invoicing locks time and expenses 

If your plan supports invoicing, you'll see the entry invoiced message for time or expenses that are invoiced but not approved.

Pulling time and/or expense entries onto an invoice locks the invoiced entries and the project(s) from the date of the first entry pulled onto the invoice through the date of the last entry pulled onto the invoice (not necessarily the full timeframe you invoiced for). However, time and expenses are locked separately.

Here is more information and some examples of timesheet locking behavior based on different invoicing scenarios:

• • If only time entries are included on an invoice, your team will still be able to add expenses for the invoiced timeframe and vice versa.
  • If both time and expenses are included on an invoice, the project will lock for time and expenses separately, dependent upon the dates of the time and expense entries pulled onto the invoice.
  • If a project is invoiced for the month of April and includes only time entries for April 1 and April 20, the project will be locked for time entries from April 1 through April 20. It will not be locked for expense tracking.
  • If a project is invoiced for the month of April and there is only one time entry for April 15 and one expense entry for April 17, the project will be locked for time entries only on April 15 and expense entries only on April 17.

Unlocking invoiced time

If hours have been invoiced, you need to mark those hours as uninvoiced to unlock the entries or the invoiced project. This won’t change your invoice, but it will allow you to modify locked hours on your timesheet or create new hours for a project locked due to invoicing. 

Invoicing locks individual time entries as well as timeframes for projects (not people), so you’ll need to take the steps below to unlock the entries for edits or the project for additional time entries:

1. Go to Reports > Detailed time.
2. Set your filters to include the timeframe and projects you want to unlock, and click Run report.
3. If you want to update all the entries on the page, check the box at the top of the report or leave all of the boxes unchecked.  To select individual entries to update, use the checkboxes.
4. Click the Actions menu, select Mark all hours as uninvoiced (or Mark selected hours as uninvoiced if individual entries are selected), and confirm.

To mark those hours as invoiced again, run the same report. If you selected individual entries previously, you’ll need to select them again. This time, choose Mark all hours as invoiced (or Mark selected hours as invoiced if individual entries are selected) from the Actions menu. This will lock those specific time entries. 

Unlocking invoiced expenses

If expenses have been invoiced, you need to mark the entries as uninvoiced to edit them or unlock the invoiced project. This won’t change your invoice, but it will allow you to edit the expense entries or create new entries for a project locked due to invoicing.

Invoicing locks individual expenses as well as timeframes for projects (not people), so you’ll need to take the steps below to unlock the entries for edits or the project for additional expense entries:

1. Go to Reports > Detailed expense.
2. Set your filters to include the timeframe and projects that you want to unlock and click Run report.
3. To select individual entries to update, use the checkboxes on the left. If you want to update all the entries on the page, check the box at the top of the report or leave all of the boxes unchecked.
4. Click the Actions menu and select Mark all expenses as uninvoiced (or Mark selected expenses as uninvoiced if individual entries are selected), and confirm.

To mark those expenses as invoiced again, run the same report. If you selected individual entries previously, you’ll need to select them again. This time, choose Mark all expenses as invoiced (or Mark selected expenses as invoiced if individual entries are selected) from the Actions menu. This will lock those specific expenses.

I’ve marked entries as uninvoiced, but they are still locked

Time and expenses can be locked for more than one reason. If you've taken these steps and still can't make your edits, use the steps in this article to determine why the entries are still locked.

Additionally, it can sometimes be tricky to figure out exactly which entries need to be marked as uninvoiced to open the project up. You can contact us for more help.