Setting up billing codes

SECURITY  Security level with Admin permission to configure Finance, Accounting, & Invoicing. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes

All items that appear on a quote, invoice, timesheet, or expense report are associated with a billing code.

All types of billing codes have the following in common:

  • They associate billing items with a tax category that together with the tax region determines the item tax rate on Autotask quotes and invoices. Refer to Configuring your tax table.

NOTE  Internal Time is not billable and does not have a tax category.

  • They can reference a general ledger account and an external number that are used in the transfer of billing items to an external accounting software
  • They categorize billing items in reports
  • Material codes can additionally be used as generic billing items, and work types can modify the billable amount for labor. These settings can be edited on the Price List.

IMPORTANT  Billing codes can only be deleted if they are not associated with a billing item. If you want to avoid future use of the billing code, you will need to edit the billing code and mark it as inactive.

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Click the drop-down menu on the New button and select a billing code type. The New or Edit window for the selected entity is displayed.
  3. Complete all required fields.
  4. Click Save & Close.

For more information and field descriptions for the different types of billing codes, refer to:

This button is only available for users with Admin > Finance, Accounting and Invoicing permissions. Users will be able to open the Price List page, where the can create and set prices for all types of billing items. For customers that have Multi-currency enabled, this is also the page where they set prices for billing items in other currencies. Refer to Managing your price list.

Option Description

Edit, Edit [Entity Name]

Puts the selected row into Edit mode or opens the Edit <Option> dialog. The fields that can be edited are usually the ones you populate when you create a new list item. Make your changes and click Save, or Cancel.

NOTE  On some pages, you may not be able to edit System options.

Delete, Delete [Entity Name]

The ability to delete an option is severely restricted. List options cannot be deleted if:

  • The option is a system option
  • The option is the default option where a default is required
  • The option is associated with (has been used for) an entity

IMPORTANT  To preserve data integrity, Autotask prevents deletion of entities that have dependent entities or are referenced elsewhere! If you are unable to delete an entity, you should inactivate it to make it unavailable for use.

Exclude Work Type from all Current Active Contracts
(Work Types tab only)

This option will exclude the selected work type from all currently active contracts. The work type will no longer be available for resources to use when entering time against any contract that is current and active when the option is selected. The exclusion will not impact existing time entries.

Refer to Exclude Work Type from all current active contracts (menu option on Work Types table).