Prepare and approve bills

An internal team bill records compensation owed to a member. It is separate from a client invoice and uses its own TB- numbering. Creating or downloading its PDF does not add another cost.

Review an individual bill

1. In Payouts, choose New bill, the member, and the work period. The default period is the previous calendar month.
2. Review priced tracked time. Optionally select work in the separate Nonbillable time section.
3. Add labeled custom lines for bonuses or corrections; quantity × unit price determines each amount.
4. Check the combined selected hours, currency, issue date, due date, and total. The default due date is 14 days after issue.
5. Save a Draft, approve only, or choose Approve and record payment after reviewing payment details.

A draft does not reserve time. Approval rechecks sources, rates, permissions, and the reviewed state, then freezes the parties, work dates, durations, rates, currency, and amounts. If the review is stale, reset/review its sources before approving. A tracked source can belong to only one active approved payout bill.

Approve and record payment commits the approval and recorded payment together. It records an external payment; it does not initiate one. Retrying the unchanged operation reuses its result.

Bulk drafts

Prepare drafts for up to 20 members at once. Hoursmith separates each member's work by rate currency and reports members with missing rates or no priced work. Bulk preparation uses default payable work only; it neither approves nor pays the drafts.

An exact matching draft is reused. Partial overlaps link to existing drafts, and approval still checks that sources have not been claimed elsewhere.

Statement grouping

Choose project, task, individual entry, project then task, or project then entry. New bills default to project then task; legacy bills remain itemized. Different rates stay distinct. Grouping changes presentation, not amounts, and freezes at approval for both bill detail and PDF.

Corrections, credits, and locks

Use a labeled adjustment linked to the earlier bill to correct earnings. A negative adjustment beyond the amount due becomes unapplied credit, not a negative cash payment; applied credits retain their provenance.

Approved sources cannot be edited, moved, bulk-changed, deleted, or removed through import undo. Their client invoice association is independent: paying the team does not mark client work invoiced. Members may see a safe lock notice without learning compensation amounts or private bill details.

A bill can be voided only when it has no net payments. Void releases its payout source locks; reversing a payment alone does not. Eligible Draft/Void bills can be removed from ordinary lists, but numbers, audit evidence, and references are retained. Active claims or unreversed payments prevent deletion.