Prevent time entries from appearing in your invoicing suggestions by marking them as unbillable or writing off billable time you've decided not to charge for. This keeps your Ready to Invoice section clean and ensures only the time you want to bill appears when creating invoices.
This guide covers different approaches depending on whether you're tracking non-billable work or writing off billable work you've decided not to charge for.
Mark Time as Unbillable
Use this approach when tracking time that should never be billed to clients - like internal meetings, training, or administrative work. Unbillable time still appears in your reports but won't show up in invoicing workflows.
Use an Unbillable Task
The quickest way to mark specific Time Entries as unbillable is to tag them with an unbillable Task when logging the time.
Any task which has the billable checkbox disabled in its' settings is unbillable.
A Task will have the highest priority in applying a billing rate to your Time Entry and can be applied to Time Entries for any Contact
Time tagged with an unbillable Task will:
Appear in your Time tab and reports for tracking purposes
Show $0.00 as the billing rate
Never appear in Ready to Invoice suggestions or the Invoices screen unless choosing to include non-billable time in a custom invoice
Help you track non-billable work separately from billable hours
💡 Tip: A default #unbillable task is automatically created in every new MinuteDock Account and can be used straight away.
Any Contact, Project, or Task can be set as unbillable by unchecking the billable checkbox in its' settings.
Some teams like to use a non-billable @Internal Contact to record unbillable time.
Write off Billable Time
Use this approach when you've tracked billable time but decide not to charge for it - perhaps due to project overruns, client relationships, or quality issues. This marks the time as "invoiced", so it won't appear in future billing suggestions.
Write off During Invoicing
When creating an invoice, you can remove line items and choose whether to write them off permanently or keep them available for future billing.
Click the red cross on the right side of an invoice line when drafting an invoice.
After removing unwanted line items from your invoice, MinuteDock will prompt you to either:
Write off the time: Marks it as invoiced without charging, removing it from future billing suggestions
Invoice it later: Leaves the time available for future invoices, and removes it from inclusion in the current invoice
Time written off in an invoice will stay attached to that invoice: deleting the invoice from your sent invoices list will return the written off time to being billable and available for invoicing.
Create Invoices Without Sending
For writing off multiple time entries at once, create a complete invoice and use "Confirm without sending" to mark all included time as invoiced without delivering anything to the client.
This approach works well when you want to:
Write off an entire project or time period
Clear multiple unbillable entries from Ready to Invoice
Mark time as invoiced for reporting purposes without client communication
After creating your invoice with the time entries to write off, click the dropdown arrow next to Send by Email during the final step of invoice creation and select Confirm Without Sending.
This marks all included time as invoiced in your system without sending anything to the client. The Invoice will still appear in your Sent Invoices list under the Invoices tab in MinuteDock.
Deleting the Sent Invoice will make the associated time available to include in another invoice again.