In this article, we will go through the most common reasons why a shift is not transferred to the invoice in Koho. The instructions help to identify whether a shift has not been accepted or has been processed incorrectly under the agreement, and provides step-by-step instructions on how to fix the situation.
Content of the instructions
If the work has not been generated on the invoice, the most common reason is that the shift has either not been approved or added to the invoice due to limitations. Remember to always check the limits so that all shifts are correctly included in the billing.
The shift has not been accepted
In order for a shift to be invoiced, it must be approved. Employees approve their own shifts in the Shifts view. If necessary, invoice processors can also confirm shifts from the Administration side in the Invoices → Shifts view. The instructions below describe where the employee can find shifts waiting for approval and how the invoicer can approve shifts directly from the invoicing view.
Check if the shifts have been approved (employee's perspective)
Go to Shifts → Unconfirmed
Make sure that the employee has approved the shift for invoicing
Be aware of the date restrictions in the view – they can prevent the shift from being visible
If you are using the Timesheet view, unapproved shifts are highlighted in orange
Approve shifts as an invoice processor
As an invoice processor, you can also approve shifts directly from the Management side:
Open Invoices → Work sessions
Under "Unconfirmed," click on hours
In the view that opens, you can confirm employees' shifts
The shift has been processed incorrectly as contractual to the archive
If a shift has been marked as contractual, it will not be included in the invoice on an hourly basis:
In this case, the hourly rate is automatically €0
When processing, the shift is archived and does not appear as billable work
If the shift should have been billed by the hour
If the shift has been handled incorrectly as contractual, do the following:
Find the shift in question and return it to the processing view
Go to Management → Reports → Billable Hours
Set the necessary filters (e.g., date, customer, project, employee)
Select All sessions
Click on the shift you want to return
Press "Return to pending"
The shift returns to the Invoices → Work sessions
Change your billing method
Open a shift in the Invoices → Work sessions view
Click on the "Contractual" icon that appears on the shift
The shift will be billed by the hour:
Hourly rate is set
The shift can be processed on the invoice at an hourly rate
