# Bill time, mileage and expenses

> Turn unbilled time, mileage and expenses into lines on a draft invoice, bill each record once, and change a rate before you send.

Source: https://support.billingmart.com/time-and-expenses/bill-time-and-expenses
Updated: 2026-10-17 · Applies to: Web · Section: Time, mileage & expenses

You bill captured work by putting it on a draft invoice. You can bill everything unbilled for a client in one step, or pick records one at a time while you edit a draft. Each record becomes one line. Nothing is sent, and the draft has no number until you send it.

> **Before you start:** Only records that are marked billable (time) or rebillable (mileage and expenses) are billed. Time and mileage also need a rate. A record with no rate, or in a different currency from the invoice, is left out.

## Bill everything for a client

1. Open **Rebill** in the **Capture** group of the sidebar. The page is the **Bill unbilled** tab.
2. If you have more than one business, choose the **Business**. A record is billed only on an invoice from its own business.
3. Choose the **Client**.
4. Optionally set **Through**, so only records on or before that date are included.
5. Tick **Time**, **Expenses** and **Mileage** as you want.
6. Select **Preview**. You see each line, its amount and the totals.
7. Select **Bill unbilled**, then confirm **Bill these to a draft invoice?**

BillingMart opens the new draft for that client. Every click makes a new draft. If you change the business, client, date or ticks after a preview, the preview clears and you preview again.

## Add chosen records to a draft you are editing

1. Open the draft and select **Add unbilled work**. Anything you typed is saved first.
2. In **Add to invoice**, select **Add** beside a record, or **Add all**.

The panel lists the client's unbilled time, expenses and mileage, and their accepted estimates. It says how many records were left out for having no rate or another currency.

## What each line says

| Record | Line amount |
| --- | --- |
| Time | Minutes times the hourly rate, divided by 60 |
| Expense | The amount spent plus its markup |
| Mileage | Distance times the rate per unit, marked tax-exempt |

The line text holds the date, the project, and your description. The quantity is one and the price is the amount. Totals come from the same calculation the invoice editor uses.

## Change a rate

The bill step has no rate box. A rate is stored on each entry, so to change it, edit the entry before you bill. Or bill it and change the price on the draft line, as with any line. The record stays billed.

## Billed once

BillingMart writes the lines and marks every record billed in one step. Two people billing at once cannot bill the same record twice, and a record billed a moment ago is refused when you add it.

A billed record cannot be edited or deleted. It is released, and you can edit it again, when you remove its line from the draft or void the invoice. See [Change, void or delete an invoice](https://support.billingmart.com/invoices/change-void-or-delete-an-invoice.md).

## If it is refused

- **Nothing unbilled.** No record qualifies. The page counts the ones it skipped. That count says "another currency", but it also includes time and mileage with no rate, so check the rate first.
- **Plan.** **Bill unbilled** needs a plan that includes time tracking, even for expenses or mileage alone. Adding to a draft needs the plan feature of each kind you add. Nothing you already have changes.
- **Your role.** Owners, admins and staff can bill. Viewers cannot.

The Agent and connected assistants can propose this too, and it only makes a draft. When the draft is ready, see [Send an invoice](https://support.billingmart.com/invoices/send-an-invoice.md) and [What counts as a send](https://support.billingmart.com/invoices/what-counts-as-a-send.md).