Allocating WIP When Final Invoice Already Issued

Article Contents

1. Introduction
2. Two Options How to Allocate WIP
3. Option One - Update Existing Invoice
4. Option Two - Create New $0 Invoice

Introduction

Occasionally, a final invoice may be issued, but additional work in progress (WIP) still needs to be allocated. This can happen due to late timesheet entries, unbilled expenses identified after invoicing, or last-minute project scope changes.

Allocating this WIP is important to keep your Projects Dashboard tidy, avoid outstanding WIP in future months, and ensure the project can be archived without unhandled WIP.

This guide explains how to allocate WIP after the final invoice has been issued to maintain accurate records and smooth project management.

Two Options How to Allocate WIP

How you allocate your remaining WIP depends on the nature of those timesheets.

Option One: Update the Existing Invoice:
If the WIP relates to a subtask or "Enquiries & Tenders" already charged in a previous invoice, you can update that invoice, even if it has been paid.

Option 2: Create a New $0 Invoice:
If the WIP is for a subtask or expense that wasn't included in earlier invoices, you can create a new $0 invoice to handle the allocation.

Option One - Update Existing Invoice

To update an existing invoice, you must be a Hiro Global Administrator or have "View all and approve invoice privileges" configured within User Privileges & Notifications.

If the WIP corresponds to a line item in a previous invoice (e.g., subtask or "Enquiries & Tenders"), you can add the WIP to that invoice even if a payment has been applied. However, you cannot remove timesheet allocations from a paid invoice.

Steps to update the invoice:

1. visit the Invoices page;
   
   
2. search for the invoice you which to apply your WIP onto;
   
   
3. click the edit button (pencil icon) next to the invoice;
   
   
4. in the Time & Costs column, click the currency amount for the relevant line item;
   
   
5. in the Allocate Time & Costs popup, select the additional WIP to allocate;
   
   
6. click OK to close the popup;
   
   
7. save your invoice to apply the changes.

Option Two - Create New $0 Invoice

Create a new $0 invoice if the unallocated WIP is for:

• subtasks not included in previous invoices;
  
  
• "Enquiries & Tenders" time not yet invoiced; or
  
  
• newly entered disbursements.

Steps to create a $0 invoice:

1. visit the Invoices page;
   
   
2. click the "New Invoice" button:
   
3. select the job to allocate WIP;
   
   
4. enable the relevant invoice lines (subtask / E&T / disbursement) by using the pill switch to the left:
   
5. in the Time & Costs column, click the currency amount for the relevant line item;
   
   
6. in the Allocate Time & Costs popup, select the additional WIP to allocate;
   
   
7. click OK to close the popup;
   
   
8. back on the line item relevant to the WIP just allocated in your invoice, leave the dollar amount blank to ensure the invoice remains $0.00 in total,
   
   
   
   or alternatively, if the line item is for a disbursement, you can still reallocate that disbursement line to a subtask line if you prefer (and still keep the subtask line with a blank claim amount);
   
   
9. save your invoice as approved.