Billing Entries Overview (Desktop)

Billing Entries translate asset activity into billable financial records, helping teams review what should be charged to a job, validate billing details, and support accurate internal or customer-facing invoicing. Billing Entries focus on revenue and what the job should be billed for.

Permission Requirements

• View Cost/Billing Entries allows users to view cost and billing entries.
• Process Cost/Billing Entries allows users to to mark cost and billing entries as processed or unprocessed.
• Manage Cost/Billing Entries allows users to add, edit, and delete cost and billing entries.
• Export Cost/Billing Entries allows users to export cost and billing entry data.
• Accept Changes to Cost/Billing Entries allows users to approve or decline cost and billing entry data changes.

💥Billing Entries is part of a premium product, Asset Financials, and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at help@tenna.com or call 888.836.6269.

What are Billing Entries

A billing entry is a financial record for a single asset × job × calendar period × rate type combination, representing a charge to a customer or job.

Final Value = Raw Value + Business Rules Applied (rounding, min/max, non-working days, and other adjustments)

How to View Billing Entries

There are two ways to access Billing Entries:

Billing Entry Attributes

Every billing entry is built from a common set of fields:

Core fields: Asset (Fleet No./Name), Job (Number/Name), Entry Date (manual entries only), Period (start–end), Rate Type, Rate Value, Raw Value, Final Value, Billing Amount.

Rate Type options: Hourly, Daily, Weekly, Monthly, Run Time (Usage), Split – Run Time (Usage), Split – Idle Time (Usage), Net Working Time (Usage).

• Rate resolution priority: Asset Override beats the Asset Category rate in the Job Rate Table, with any exception percentage applied on top.
• Period logic: Hourly/Daily/Usage = a single date. Weekly = Sunday–Saturday. Monthly = the 1st through end of month.

Codes (Rate Code, Revenue Code, Phase Code) are read-only on entries — they're inherited from the rate table at creation and are never retroactively updated.

Values:

• Raw Value: the actual telematics data before business rules are applied. Always read-only.
• Final Value: the Raw Value after business rules (rounding, min/max, non-working day exclusion). Editable on non-pending entries.
• Billing Amount = Final Value × Rate. It can be manually overridden, which breaks the calculated relationship. When an exception is active: Billing Amount = Rate × Exception % × Final Value.

Breakdowns are inherited from the rate table and allocate the Billing Amount across GL categories (Ownership, Fuel, Maintenance, etc.). They're read-only at the entry level.

Notes are free-text, capped at 500 characters, and remain editable even on pending entries.

Filtering Billing Entries

The Entries Filters panel includes:

State, Asset Fleet No., Asset Name, Asset Category (tree), Asset Org (tree), Job Number, Job Name, Job Org (tree), Period (date range -All view only), Rate Type, Exception (including "No Exception"), Processed (Yes/No), and Billing Amount (numeric range with negative support).

Entry States, Processing, and Approvals

Entry states are system-managed, you cannot set them directly.

Processing Rules:

• Pending entries cannot be processed
• Waiting approval entries can be processed using the last accepted values
• Processed entries remain visible and retain their full history

The Processed Flag

Separate from state, every billing entry also carries a Processed flag (Yes/No). It's set manually by users with the Process Billing Entries permission and is primarily an informational marker for ERP integration tracking.

• Waiting Approval entries can be processed; processing uses the last accepted values and ignores any unapproved changes.
• Pending entries cannot be processed.
• Processed entries can still be edited, though editing shows a warning.

Automated vs. manual entries

Entries come from two sources:

• Automated: system-generated from telematics and job assignments, labeled Tenna Automation
• Manual: user-created, labeled with the creator's name

Hovering the source icon (pencil for manual, Tenna logo for automated) on any entry shows Created By, Created On, Last Modified By, and Last Modified On.

Automated entry generation eligibility

Before generating a billing entry, the system runs 5 checks. All five must pass, or no entry is created for that asset on that day. Once an asset is eligible, the entry amount is calculated as Rate × Exception % (if active) × Value.

1. Not disposed- disposed assets are excluded from entry generation entirely. They remain in rate table asset overrides for historical reference but never produce new financial records.
2. Not consumable- consumable assets have no rate types or rate table rows, so they're fully excluded.
3. Has active job assignment- an asset must be assigned to a billing job; no job means no financial record to generate.
4. Valid rate exists- the Job Rate Table must have a configured rate for the asset's category. If the category row is disabled or has no rate value, the system has nothing to calculate unless an asset override exists.
5. Rental inclusion- rental assets are only eligible if the account-level setting Include Rental Assets in Entries Management is turned on. This is configurable per account and can exclude all rentals.

Exceptions

Exception types (defined in Settings) temporarily override standard rates.

• Only one exception can be active per asset at a time.
• Exception rates use the rate application percentage from the exception type definition.
• On Hold (Tenna's default exception) forces a $0 financial outcome regardless of usage.

Exceptions are read-only on entries, apply only to Hourly, Daily, and Usage rate types, and aren't available on manual entries or Weekly/Monthly rate types.