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Compiling Sheets for Billing on Web

Platform: Web Application only
User Type: Org Admin / Admin + Billing
Difficulty: Beginner
Estimated Time: 10 minutes
Last Updated: September 2026 (revised)

Quick Summary

Generate professional Billing Reports by compiling multiple approved daywork sheets into a single, cost-calculated document — ready for client invoicing. Rates are pulled automatically from your Directory (or Job-Specific Rates), and can be adjusted before the report is finalised.

What You'll Learn

  • Select approved daywork sheets and start a Billing Report
  • Review auto-calculated costs pulled from Directory rates
  • Change rates on the spot for a single Billing Report, without editing Directory
  • Add adjustments for items not captured on any daywork sheet
  • Review each sheet individually before finalising
  • Preview, save as draft, or finalise your Billing Report
  • Find and manage your Billing Reports afterward

Before You Start

Prerequisites:

  • Org Admin or Admin + Billing user permissions (Standard and Read Only roles do not have Billing access)
  • One or more approved daywork sheets on the same Job
  • Rates configured in Directory (or Job-Specific Rates) for the resources used

You'll Need:

  • At least one approved daywork sheet ready for billing
  • Awareness of any items worked but not recorded on a sheet (e.g. a markup), if you want to add them as Adjustments
  • Any extra supporting photos you want attached to the report (optional)

Step-by-Step Instructions

Step 1: Select Sheets and Start a Billing Report

  1. Navigate to Jobs and open the relevant Job
  2. On the Daywork Sheets tab, use the checkboxes to select the sheets you want to bill
  3. Click "Bill"

🎯 Key Point: "Bill" and "Compile" are two different buttons in the same toolbar — Bill produces a cost-calculated Billing Report; Compile produces a quantities-only Summary Report (not covered here).

⚠️ Watch Out: Billing Reports are a web-only feature — there is no equivalent flow in the mobile app.

Step 2: Review Auto-Calculated Costs

You'll land on the Create Billing Report screen. A banner explains: "All quantities have been automatically calculated from your sheets, and rates assigned to each Resource are setup in your Directory. Make any necessary adjustments before generating your final billing report."

  1. Review the Labour, Plant & Equipment, Materials, and Rate Items tables — each shows Qty, Rate, Amount and Subtotal
  2. Confirm the totals look right before moving on to any rate changes

 

🎯 Key Point: Rates default to whatever is set in Directory (or a Job-Specific Rate if one exists for that Job) and populate these tables automatically from your selected sheets.

Step 3: Change Rates On the Spot (Optional)

Every line item's rate can be overridden for this one Billing Report, without touching your Directory defaults.

    1. To override a rate, edit the Rate field directly for that line
    2. A revert icon appears next to any rate you've manually changed, letting you restore the Directory/Job-Specific rate
    3. A banner appears at the top noting how many rates you've manually changed (e.g. "You have manually changed 3x rates present in the Directory or as Job-Specific rates")

     

    🎯 Key Point: Overriding a rate here only affects this Billing Report — it does not change the rate stored in Directory or as a Job-Specific Rate.

    Step 4: Add Adjustments (Optional)

    Use Adjustments for anything you want to bill for that wasn't captured on a daywork sheet — for example, a markup.

    1. Scroll to the Adjustments section — described as "Items not captured on daywork sheets that you wish to bill for"
    2. Click "+ Add Adjustment"
    3. Enter a Name (e.g. "Mark up on materials"), Qty, Unit (supports percentage, e.g. "%"), and Rate
    4. The Amount calculates automatically (e.g. 0.75% applied to a $6,752 base produced a $50.64 adjustment)

    💡 Pro Tip: Adjustments are included in the Grand Total and appear as their own line in the Cost Summary — use them for markups, callout fees, or other billable items your sheets don't capture.

    Step 5: Add a Description and Attachments (Optional)

    1. Add an optional Billing Report Description (up to 2000 characters)
    2. Under Attachments (Optional), drag and drop or click to upload up to 8 additional photos — described as "Photos to include with this billing report, alongside the photos already on each daywork sheet"

    Step 6: Review Individual Sheets

    Before finalising, confirm the costs on each included sheet.

    1. Click "Review Sheets"
    2. In the Sheet Navigator, select a sheet to open its detailed cost breakdown
    3. Check each line item, adjust rates here if needed, then click "Confirmed" to mark that sheet reviewed
    4. Click "Next" to move to the following sheet, or "Return to Navigator"
    5. Repeat until the progress bar shows all sheets reviewed (e.g. "4 of 4 reviewed")

    🎯 Key Point: The "X of X reviewed" tracker on the main Create Billing Report screen only reaches 100% once every included sheet has been opened and marked Confirmed in the Sheet Navigator.

    Step 7: Preview and Finalise

    1. Click "Preview" at any time to see the formatted report (shown with a DRAFT badge)
    2. When ready, choose:
      • "Save as Draft" — keeps the report editable, sheets are not yet marked as billed
      • "Create Billing Report" — opens a confirmation dialog
    3. In the Confirm Billing Report dialog, review the warning: "Sheets included will be marked as Billed"
    4. Click "Confirm & Create" to finalise

    ⚠️ Watch Out: Once confirmed, every sheet included in the report changes status to Billed — a step this article's screenshots confirm is not easily reversed, so complete your rate reviews and adjustments first.

    Step 8: Access Your Billing Reports

    1. Return to the Job and open the Billing Reports tab (alongside Daywork Sheets)
    2. Your finalised report appears with its Report Number, Total Cost, Created By, Date, and Status (Draft or Finalised)

    📱 Mobile Note: Billing Reports — creating, previewing, or viewing them — are not available on the mobile app. Use the web application for this entire workflow.

    Understanding the Results

    After successful compilation, you should have:

    • A finalised, cost-calculated Billing Report combining multiple approved sheets
    • Every included sheet's status updated to Billed
    • A full cost breakdown by Labour, Plant & Equipment, Materials, Rate Items, and Adjustments, with a Grand Total
    • A record visible under the Job's Billing Reports tab, ready to download or send for client invoicing

    Troubleshooting Common Issues

    Problem: "Bill" button isn't visible or is greyed out
    Cause: No sheets are selected, or you don't have Billing permission on your account
    Solution: Select at least one sheet using the checkboxes. Confirm your role is Org Admin or Admin + Billing under Settings > Team & Access.

    Problem: Rates showing as $0 or missing
    Cause: No rate has been set for that resource in Directory or as a Job-Specific Rate
    Solution: Add a rate for the resource in Directory, or override it directly on the Create Billing Report screen before finalising.

    Problem: "X of X reviewed" won't reach 100%
    Cause: One or more sheets haven't been opened and marked Confirmed in the Sheet Navigator
    Solution: Click Review Sheets, open each remaining sheet, and click Confirmed before returning to the Navigator.

    Problem: Accidentally changed a rate and want the original back
    Cause: Manual rate overrides don't automatically revert
    Solution: Click the revert icon next to the rate field to restore the Directory/Job-Specific rate.

    Problem: Report was finalised with an error
    Cause: A mistake wasn't caught during the Sheet Navigator review before confirming
    Solution: Contact support — since finalising marks sheets as Billed, correcting a finalised report needs a status change. Review carefully before clicking Confirm & Create.

    What's Next?

    With your Billing Report finalised, your next steps might be:

    • Send the report for invoicing — download or share the finalised PDF with your client or accounts team
    • Track billed vs pending work — use the Job dashboard tiles (Awaiting Approval, Est. Revenue Pending) to see what's left
    • Set Job-Specific Rates — override Directory-wide rates for a particular Job ahead of your next Billing Report

    Related Articles

    • Getting Daywork Sheets Signed by Client Representatives — ensure sheets are approved before billing
    • Setting Up Your Directory — configure the rates used in Billing Reports
    • Understanding User Permissions and Access Levels — confirm who can access Billing

    Still Need Help?

    If this article didn't solve your issue:

    • Check Getting Daywork Sheets Signed if you need more approved sheets before billing
    • Review Setting Up Your Directory if rates aren't appearing correctly
    • Contact support via website or in-app chat
    • Contact us via https://dayworkbook.com/contact/