Month-end close with unbilled time sorted by age
Sumhour’s Month end page lists every project with billable work not yet invoiced and sorts it into 0 to 30, 31 to 60, 61 to 90 and 91+ day columns. It takes write-offs and write-downs with a required reason, and drafts one invoice per client, through the month’s last day, in a single step. It is your unbilled time report and WIP (work in progress) aging report on one screen.
In every plan. 30 days free, no card.
One project’s unbilled time, aged at 31 October
Fieldwork’s Support project bills 100.00 an hour. At the October cutoff, 25 hours of it are not on any invoice, sorted by how long ago they were worked.
Each hour keeps the rate on its date. Write off or write down any part before drafting, with a reason.
| 31 to 60 days4:00 × 100.00 | 400.00 |
|---|---|
| 61 to 90 days16:00 × 100.00 | 1,600.00 |
| 91+ days5:00 × 100.00 | 500.00 |
| Draft from this row | 2,500.00 |
Demo workspace: Birch & Row Studio, USD
Month-end close in Sumhour, step by step
- 01
Pick the month
Open Month end and use the arrows to step back. A finished month shows the work dated up to its last day that is still unbilled today.
- 02
Check how old the work is
Each project with open work shows its value in 0 to 30, 31 to 60, 61 to 90 and 91+ day columns. The last two show in amber.
- 03
Write off or write down
Write off time you will not bill, or book a write-down that comes off the next invoice. Both need a reason, and both can be undone until an invoice carries them.
- 04
Draft all invoices
One draft per client with hourly or fixed fee work waiting, through the last day of the month. Nothing is sent; you review each draft.
Unbilled time report sorted by age (WIP aging)
The uninvoiced ledger has one row per project with open work. Hourly, fixed fee and retainer projects appear; non-billable ones never do. Values come from the rate saved on each entry when it was logged, so changing a rate later never rewrites an old row.
Anything older than 60 days shows in amber. Each row opens a draft invoice for that client through the same date, or an adjustment.
- Hourly rows show money with the hours underneath
- The same rule as the Uninvoiced report, which exports to CSV
Uninvoiced ledger · USD · days old
| Project | 0 to 30 | 31 to 60 | 61 to 90 | 91+ | Uninvoiced |
|---|---|---|---|---|---|
| Field appFieldwork | 4,50036:00 | 2,00016:00 | 6,500 | ||
| SupportFieldwork | 4004:00 | 1,60016:00 | 5005:00 | 2,500 | |
| Launch siteCedar Works · fixed fee−USD 250.00 write-down pending | 23:00 h | 900 | |||
| Monthly design supportHarbor Health · retainer | 48:00 h | 48:00 h | |||
| Totalmoney only, hours not added | 4,500 | 2,400 | 1,600 | 500 | 9,900 |
Take money off with a reason, and undo it if you change your mind
A write-off is for work you won’t charge for, like rework after a mistake. Its hours leave the ledger for good. A write-down is for a discount: the time is still billed, and the amount you choose comes off the next invoice as a negative line.
Both open a drawer with “Through” and a required “Reason” that goes on the activity log. The Adjustments list keeps every one, and the undo button works until an invoice carries it.
How undo worksAdjustments
| Project | Kind | Amount | Actions |
|---|---|---|---|
| Launch site31 Oct · Goodwill after the late copyWrite-down · pending | Write-down · pending | −250.00 | Undo |
| Support14 Oct · Rework after the login bugWrite-off · 6:00 | Write-off · 6:00 | −600.00 | Undo |
| Field app3 Sep · Discount agreed on a callWrite-down · on invoice | Write-down · on invoice | −300.00 |
Count fixed fee work you have earned but not billed
Type how far along a fixed fee project is. Sumhour multiplies the fee by that percentage, takes off what is already on invoice lines (drafts count, voided invoices don’t) and adds the rest to the Uninvoiced card and the ledger total.
Retainer projects get their own table with the current period, hours used against hours included (rollover added), overage and the retainer invoice. “Invoice retainer” and “Invoice overage” draft them in the normal editor.
More on retainer billingRetainers this period
| Project | Period | Used / included | Overage | Retainer invoice |
|---|---|---|---|---|
| Monthly design supportHarbor Health | Oct 2026 | 48:00 / 60:00 | 0:00 | INV-1039 |
Every client’s invoice drafted in one step, sent by you
“Draft all invoices” in the header shows how many invoices it will make. Each draft takes all of the client’s uninvoiced billable time from the start, groups it by project and task, includes billable expenses and is titled “Work through” and the date. A fixed-fee project joins only when it has a % complete or a payment due.
Retainer time stays out because the retainer invoices bill it. A pending write-down lands on its project’s next draft as a line reading “write-down:” and your reason.
More on invoicingDraft 2 invoices for all uninvoiced work through 31 Oct 2026? Nothing is sent; you review each draft.
Invoices · Draft
| Draft | Amount (USD) |
|---|---|
| FieldworkWork through 31 Oct 2026 · Field app, Support | 9,000.00 |
| Cedar WorksFee line 4,000.00 · write-down −250.00 | 3,750.00 |
Month-end close: limits to know about
- Percent complete on a fixed fee project is a number you type; Sumhour does not work it out from hours.
- A past month is not a frozen record. It shows today’s state for work up to its last day, so hours invoiced or written off since then no longer appear.
- A write-down that is already on an invoice cannot be undone from Month end. Remove the line, delete the draft or void the invoice and it is pending again.
Missing something you need? Write to [email protected]. The person who builds Sumhour reads every message.
Month-end close: Sumhour and other tools
Checked against each tool’s own pricing and help pages on November 5, 2026; the sources are under the table. Plans change, so check before you rely on a line.
| Feature | Sumhour | Harvest | Toggl Track | Clockify | FreshBooks | Invoice Ninja |
|---|---|---|---|---|---|---|
| Month-end screen: unbilled work by age, write-offs, all invoices drafted at once | Every plan | Partial: uninvoiced report without aging, whole-invoice write-off, no bulk drafting | No | No | Partial: unbilled time without aging, bad-debt line, no draft-all | No: aged receivables only, no write-offs |
Sources: Harvest uninvoiced report; Harvest write-off; Toggl Track invoices; Clockify invoicing; FreshBooks bulk actions; FreshBooks unbilled time; Invoice Ninja reports.
Full comparison: Sumhour vs Harvest.
Month-end close: common questions
How do I see unbilled hours by age?
Open Month end. Every project with billable work not yet on an invoice gets a row, with the work sorted by entry date into 0 to 30, 31 to 60, 61 to 90 and 91+ days. Hourly rows show money with the hours underneath; fixed fee and retainer rows show hours. For the same figures as a CSV, use the Uninvoiced report.
What is the difference between a write-off and a write-down?
A write-off removes time from the ledger for good: it never reaches an invoice and its value is gone. A write-down keeps the time billable and takes an amount you choose off the next invoice as a negative line. Both keep the hours in reports and cost, and both need a reason that goes on the activity log.
How do I count revenue on a fixed fee project at month end?
Type the percent complete on the project’s row and press “Save”. Sumhour shows earned, unbilled work as fee × percent complete minus what is already on invoice lines for the project, never below zero. At 40 percent of a 10,000 fee with 2,500 invoiced, that is 1,500.
Percent complete in the guideDoes “Draft all invoices” send anything to clients?
No. It makes one draft per client with hourly or fixed fee work waiting, groups time by project and task, adds billable expenses and titles each “Work through” and the date. Retainer time is left out. Nothing is emailed: you land on the Draft tab of Invoices and send each one yourself.
Is the month-end close included in every Sumhour plan?
Yes. Every plan has the Month end page with write-offs, write-downs and “Draft all invoices”, the smallest one too. In a workspace, owners, admins and accountants can open it.
See pricing
