How to write-off time entries

If you don’t want to pass on the cost of billable time to your customer, you can write-off the time.

Writing-off time entries prevents them from being invoiced and removes the time from the project’s WIP (Work In Progress). When you are delivering a project, you may want to write-off time for a number of reasons, e.g.:

1. the work took longer than quoted for;

2. customer goodwill;

3. an internal mistake.

Projectworks users with access to write-off time can write-off billable time entries from a Time Entry list screen:

1. My Time Entries;

2. All Time Entries;

3. Person > Time Entries; or

4. Project > Time Entries.

Read more about getting access to write off time entries →

You can write-off an individual time entry or select multiple time entries to write-off in bulk.

• Time entries that can be written-off

• Writing-off individual time entries

• Writing off time entries in bulk

• Viewing written-off time in Projectworks

• Access Control

• Troubleshooting

Time entries that can be written-off

Time entries that have been added to billable timecodes can be written-off if they haven’t been:

1. invoiced; or

2. already written-off.

If you have access to write-off time entries, you can “undo write-off” for any time entries that are already written off.

Writing-off individual time entries

If you have access to write-off the individual time entry, you can hover over the three horizontal dots on the time entry and select the option to “Write-off”. If a time entry has been written-off in error the write-off can be undone.

Writing-off time entries in bulk

If you have access to write-off time entries, the options to:

• Write-off; and

• Undo write-off;

will be displayed when you select one to many time entries via the bulk action check boxes in a time entries list screen.

Viewing written-off time in Projectworks

There isn’t a dedicated write-off report available in Projectworks, however users with “Can see dollars” access can view what time entries have been written-off via any of the Time Entry list screens:

1. My Time Entries;

2. All Time Entries; 

3. Person > Time Entries; or

4. Project > Time Entries.

You can select to filter Time Entires by “Invoiced”, and select the “Written-off” time only, or grouped by “Invoiced”. e.g.:

Users with “Can write=off” access can also select the written-off columns in the Time Entries screens, so that they can view who wrote-off time and when the time was written-off, e.g.: 

The Hrs x Rate column will enable you to view the amount of work that has been written-off.

Access Control

Projectworks users who “can write-off” time can write-off time, which prevents the time entries from being invoiced and removes the time from the project’s WIP (Work In Progress).

Projectworks administrators can enable “can write-off” for access levels that have access to:

• “Can view other’s” time; and

• Can see dollars. 

Troubleshooting

I can only write-off some time entries

If you have restricted access to write-off time entries for:

1. Organisations; or

2. People; or

3. Assigned projects;

you will only be able to write-off some time entries.

Contact your Project Administrator if you should have access to write-off more time entries.

I want to include written-off time in invoices

Written-off time cannot be included in invoices. If you have access to edit/ create invoices, then you can write-down time entries to 0.00 during the invoicing process.

Learn more about how to make invoice adjustments on time →

I want to discount time, but not write-it all off

If you have access to edit/ create invoices, you can write-down time entries during the invoicing process.

Learn more about how to make invoice adjustments on time →

Written-off time is contributing to my budget burn

Projectworks includes written-off, written-down and written-up time in the budget burn at the hours x rate amount.

If you are wanting to exclude any of this time from your budget burn, you can:

1. Undo write-off; or

2. Uninvoice the time;

and move the time entries to an unbillable timecode with no rate (0.00).