Allocating WIP Timesheets to an Invoice

Article Contents

1. Introduction
2. Default WIP Timesheets Selected on New Invoices
3. View and Toggle Individual WIP Timesheets
4. Charge a Different Amount to the Timesheet Hours

Introduction

Work in Progress (WIP) is time that’s been recorded against a job but hasn’t yet been charged on an invoice. Allocating WIP links those timesheets to a specific invoice line.

Allocation is the only way a timesheet is removed from WIP. Once allocated and saved on an invoice, the timesheet will stop appearing as WIP across Hiro, including on projects and in reporting.

This process applies whether you invoice time-based, fixed fee, or a mix of both.

If you’re new to WIP in Hiro, or want to understand where WIP appears and why, see Work in Progress (WIP) Timesheets.

Default WIP Timesheets Selected on New Invoices

1. Go to Invoices, and click the New invoice button.

   

2. By default, WIP timesheets dated up to the invoice Revenue Date are automatically selected for allocation. Double-check that the prefilled Revenue Date matches the billing period you intend to invoice.

   For more details on how the Revenue Date works, see Understanding Invoice Dates.

   

3. Select the job you wish to process WIP timesheets for.

   

4. Invoice line items will appear generated from the details of the job, reflecting your project's work schedule subtasks, disbursements, and any "Enquiries & Tenders" time.

   • A - The Uninvoiced Budget column shows the total budget remaining for the corresponding subtask (if applicable).

   • B - The Uninvoiced Time & Costs column shows the total WIP included up to and including the Revenue Date for each line item.

   • C - The Amount box will be prefilled based on the task type:

     • For Fixed Fee or Agreed Units tasks, the remaining budget will be used as the prefill value.

     • For Time Charge tasks or Out of Scope lines, the Uninvoiced Time & Costs amount will be used.

     • The prefilled amount can still be adjusted as needed, such as for milestone claims on Fixed Fee items or rounding up for Out of Scope lines.

       

View and Toggle Individual WIP Timesheets

Click the dollar amount in the Uninvoiced Time & Costs column to open the Allocate Time & Costs popup.

Here, you can review and adjust the timesheets being allocated to the invoice. Timesheets only leave WIP once they are allocated here and the invoice is saved. Leaving timesheets unchecked means they will continue to appear as WIP elsewhere in Hiro.

• WIP timesheets dated up to the Revenue Date are automatically selected for allocation. This ensures that all billable work within the billing period is included by default.

• If needed, you can toggle individual timesheets on or off, allowing you to fine-tune what is allocated to the invoice. This is useful when you only want to invoice a specific date range (for example, invoicing November now and leaving October time in WIP for later).

• Any timesheets that are left unchecked will remain in WIP and can be allocated to a future invoice. For example, if you prefer to bill certain timesheets in the following month, you can leave them unallocated and they will still appear as WIP when creating your next invoice.

  

Charge a Different Amount to the Timesheet Hours

1. If required, adjust the invoice line item amount using the "Update invoice line item's amount charged upon allocation" checkbox:

   • Located in the lower-left corner of the popup, this option automatically updates the invoice line item to reflect the total amount in the Allocate Time & Costs table.

     

   • When enabled, the "To Invoice" column becomes active, allowing you to override the quantity of hours to charge for each timesheet. This ensures flexibility in billing without modifying the original timesheet records.

   • Adjusting the "To Invoice" values lets you control how much time is actually billed while keeping the actual work hours intact in the timesheet history.

     

2. Click the Allocate to Line button to close the Allocate Time & Costs popup and confirm the timesheet selections.

3. Save your invoice to finalise the allocation.

Once saved, the selected timesheets are allocated to the invoice and are no longer considered WIP. They will stop appearing as WIP across Hiro, including on projects and in WIP reporting, regardless of whether the invoice is in draft or approved status.