For agencies💵 Billing & Payouts

Fix a mistake after you approved a closeout

Undo an approval with Send back, correct the hours, mileage, expenses or charges, then approve the job again.

An approved job is locked, so its amounts cannot be edited in place. Send it back a step, fix it, and approve it again. Nothing is lost on the way: any override you saved stays on the job.

Step by step

  1. 1Open Billing and go to the Build Invoices tab. Approved jobs that are not on an invoice yet are listed here.
  2. 2Find the job and click "Send back" under its amount, then confirm. The approval is undone and the job returns to Pending Review, under "Ready to review".
  3. 3Open the job in Pending Review. Click "Edit assignment" to correct the job itself, or use the override boxes to correct the customer charge or the interpreter payment.
  4. 4If the interpreter's own numbers were wrong (actual times, travel, mileage or expenses), click "Send back to Completed (reopen closeout)" in the same panel. The closeout re-opens so it can be corrected and submitted again.
  5. 5When the figures are right, click "Approve this assignment".

Tips

  • Sending a job back needs Billing access at the Manage level.
  • If the job is already on a customer invoice, take it off the invoice first. On the Invoices tab, an invoice under "Sent / Synced" has a "Ready" button that moves it back to Ready. Then expand the invoice, click "View / Edit" on the job, and click "Send back to Audited (remove from invoice)". The job is now on Build Invoices, where "Send back" works.
  • Taking a job off an invoice that was already sent, synced to your accounting system, or paid shows a warning first. OneTerp does not change the copy in your accounting system or reverse a recorded payment, so correct those there.
  • If an invoice on the Ready list shows a "Needs regenerate" chip, a job on it was sent back. Once that job is approved again, click "Regen" on the invoice so it carries the corrected amount.
  • If the interpreter payout for the job is already in a batch, sending the job back does not change what the interpreter is paid. Cancel the batch first: Billing, Interpreter Payouts, Payout History & Batches, then Cancel. Its jobs go back to Ready for Payout.
  • A payout batch that is already marked paid cannot be cancelled. Correct that payment in your accounting system.
  • If the job changed since you opened the page, for example a coworker invoiced it in another tab, Send back is refused. Refresh and try again.

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