Billing Review

Billing Review is where you recover money an invoice missed, and where you follow that work until it is billed.

Reading Billing Review and changing what a client is charged need different rights.

• To open Billing Review, you need the BI Analytics permission at View level, the Billing app, and the Billing Review feature. Company Owners and Company Admins have the permission already. A Company Member has it only when a team grants it.
• To add work to an invoice, or remove it again, you need more. Company Owners and Company Admins can do it. So can a Company Member with the Billing → Invoices permission at the All level. Adding work moves real hours between tasks and changes what your client pays next, so it sits at the same level as sending an invoice.
• Plan: Elite, Elite Early Bird and Enterprise.

Company Owners and Company Admins bypass the permission check. Nobody bypasses the Billing and Billing Review feature checks.

Billing Review has no menu entry. You reach it from the tab strip above the client list.

Path: Clients → Billing Review

You can also open it at its address, https://app.getuku.com/missed-billing. The address still carries the feature’s old name, missed billing.

The tab strip appears only for a company that has Billing Review. A firm without the feature sees no strip at all.

Three buttons above the table choose which list you see.

List	What it holds
Discrepancies	Work that should have been billed and was not
Scheduled for Invoicing	Work you have carried forward, still waiting on its invoice
Invoiced	Carried-forward work whose invoice is now issued

The filter bar is shared by all three lists:

• Account — the company whose books you are reviewing. You can pick only one company, and it can never be empty.
• Period — on Discrepancies, which closed periods to check. On the other two lists, the month the work is scheduled to be invoiced in. The default is Last 3 months, because that is where closed periods are.
• Client and Member — narrow the list further.

The old Reclaimed Billing address, https://app.getuku.com/reclaimed-billing, now opens Billing Review with Scheduled for Invoicing selected. There is no separate Reclaimed Billing page.

The Discrepancies list answers one question. What could a contract charge for today, in a period whose invoice is already out, that the invoice never carried?

Work is missed when three things are true at the same time:

1. A contract could charge for it today.
2. Its period is closed — the period has ended, and an invoice locks it.
3. The invoice did not carry it.

Both halves of “closed” matter. A yearly contract invoiced in May locks the year, but the year is still running. Work from June to December is not missed, because nothing could bill it yet.

An annulled invoice does not close a period. Work inside an annulled period is still open rather than missed.

There is no test for whether something was entered late, and that is the point. Uku asks whether the work is billable now, against your contracts as they stand now. Work that was correctly left off a March invoice can become chargeable in June without anybody touching it.

Four things cause it, and the first two involve nothing being entered late at all.

What changed	What it looks like
The contract	A filter was set wrongly, or an invoice line was missing. You fix the contract, and work that was always there now matches it.
How the work is labelled	A task’s topic is corrected from internal admin to accounting. The work becomes billable, and retroactively so.
The period	A time entry is re-dated into a period you have already invoiced.
The quantity	Hours go up, or a custom field is corrected upward — payslips from 3 to 5.

Uku asks the billing engine what it would charge for in each closed period, contract by contract. Uku then compares that answer with what the invoice actually carried. Uku never takes all work and subtracts what was billed. Subtraction alone would report every hour under a fixed monthly fee as lost revenue.

Cards above the table summarise the list: Time missed, Clients affected against the number checked, Field items, and a Total for each currency. The Total counts recoverable revenue only, so fixed-fee work never inflates it. In a single client’s profile, the Clients affected card is not shown.

The rows are sorted by Est. value, largest first, so the biggest gaps are at the top.

Column	What it shows
Client	The client the work belongs to
Invoice	The invoice that locked the period, with its status. The link opens in a new tab
Period	The closed period the work came from. A yearly period shows its whole range
Task	The task the work was recorded on. Click it to open the task
Billing item	What the Amount column measures: Time, or one of your own task fields by name
Amount	How much was missed — a duration such as 1h 30m, or a count
Net price	The unit price behind Est. value
Est. value	What billing this item would be worth
People	The members whose work was missed
Extra	Ticked when the item counts as extra work under the contract

Reading Est. value correctly is the difference between chasing real money and chasing none.

• A plain amount is recoverable revenue — money your firm would gain. The Total cards add up these amounts.
• A greyed-out amount is fixed-fee work. The work is real, but a fixed monthly fee already covers it. Billing it puts the hours in the right place and adds no revenue, so it stays out of the Total.
• A ≈ marks an estimate that a busy target month would change. Uku prices the missed items as if they were the only work in the month. Minimums and price tiers make that number too low. Prices that fall as quantity rises make it too high, and so does time rounding.
• price unknown means the contract has no price for that period at all. Fix the contract prices, then look again.

Under the table, a line counts work priced below a price tier. The contract cannot charge for that work, so it is not missed and never gets a row. The count is there because a mistyped tier looks exactly like a deliberate package. The count is the only place such a mistake would show.

When you have decided what is worth billing, carry it into a month you have not invoiced yet.

Path: Clients → Billing Review → Discrepancies

1. Select the rows you want to bill. The checkboxes appear only for a member who may change invoices.
2. Choose the month in the picker beside the button. The picker offers the next 12 months and starts on the current month.
3. Click Add to Invoice.
4. Read the result. Uku states what moved, into which month, and that the next invoice covering that month will bill it. Each source task is listed below with its client, the closed period the work came from, and the amounts by billing item.
5. Click Open new task to open the task Uku created.

A month that an invoice already covers for one of the selected clients is greyed out and marked already invoiced. You cannot choose such a month, and Uku would refuse it. Work carried into a closed period sits on a task that nothing bills.

Read the skipped items too. When Uku refuses part of a selection, a second block names each item and its reason:

• the source task no longer exists
• the client no longer exists
• the target month already has a locked invoice
• there was nothing left to move
• the item was added before
• the field is not a billable field for the company
• the request failed, so those items were not added

For each source task, Uku creates one new task named [Correction] followed by the original task title. Its description keeps the original text. Uku adds a line naming the source task, the period the work came from, and the person who moved it.

The correction task carries the same client, project, topic and assignees as the original. Uku dates it to the first day of the month you chose. Time entries move onto the correction task. When only part of a tracked entry was missed, the entry is split and the rest stays on the original task. Custom field quantities are taken off the source task and set on the correction task.

Running the same selection twice is safe. Items already carried forward are skipped, so a retry after a dropped connection changes nothing.

Two lists track what you have carried forward, one row per correction task.

Path: Clients → Billing Review → Scheduled for Invoicing

• Scheduled for Invoicing holds rows whose invoice is still open.
• Invoiced holds the same rows once an invoice covering their month is created, sent or paid.

Both lists show the task, the period the work came from, and the month it is scheduled for. Each row also names the invoice it is heading for, and who scheduled it and when. On these two lists the Period filter selects by the month the work is scheduled for, not the month it came from.

While the invoice is still open, you can put the work back where it came from.

Path: Clients → Billing Review → Scheduled for Invoicing

1. Find the row you want to reverse.
2. Click Remove from Invoice at the end of the row.
3. Confirm. Uku moves the time entries and field quantities back to the original task and deletes the correction task.

Removal either reverses the whole row or changes nothing. Perhaps somebody has since deleted a time entry that must move back, or edited a quantity the row was tracking. Uku then stops and tells you, rather than leaving the work half moved.

A client’s own profile carries Billing Review for that client alone. Use it during a client review to answer “has all of this client’s work been billed?” without leaving the client.

Path: Clients → [client name] → Financials → Billing Review

The three lists, the columns and the actions are the same. The Account and Client filters are gone, and so is the Client column, because the client is already known.

Three things must all be true:

1. Your firm has the Billing Review feature.
2. The Billing app is on.
3. You have the BI Analytics permission at View level.

Company Owners and Company Admins always have the permission, so for them it is one of the first two. Billing Review is switched on firm by firm. Contact support when your plan includes it and the tab is still missing.

Check the Period filter first. The default covers the last 3 months, and a firm that invoices later than that has no closed periods inside it. Widen the range to Last 12 months or This year.

If the list is still empty, check the contract. Uku scans only clients that have an active contract. A client without one never appears, however much unbilled work it has.

Uku marks each time entry as billable or non-billable at the moment it is saved. Correcting the task’s topic afterwards does not re-mark entries that already exist. Custom field quantities are checked again and start appearing, but hours logged before the change never will. To bill those hours, move them by hand onto a task in a period you have not invoiced yet.

Selecting rows is part of changing an invoice. Company Owners and Company Admins see the checkboxes and the Add to Invoice button. So does a member with Billing → Invoices at the All level. Everyone else gets the same list to read. Ask a Company Admin to add the permission to your team, or to carry the work forward for you.