Billing - Billing Items | Oryon Help Center

Billing - Items

The Items tab is the core of every Billing document. It defines what is being billed, how much, and under what financial conditions.
Items represent services, products, milestones, work items, or any billable component associated with a project or contract.

This article explains how to create, edit, and understand Billing Items, including the Overview and Cost configuration screens.

Access Path

Operations Management → Billing

1. Purpose of Billing Items

Billing Items allow you to:

Specify the description of each billable component
Define the service, product, or work item
Enter unit costs, quantities, currency, and discounts
Auto-generate expense transactions when needed
Control how the billing amount is calculated
Support both simple and highly detailed invoicing models

Each billing can contain one or multiple items, and the total of these items forms the basis for:

Gross Total
Tax Total
Discounts
Outstanding Amount

2. Accessing the Items Tab

Inside any Billing document:

Open the billing record
Navigate to the Items tab
You will see:

- List of existing items
- Option Add Item
- Totals section
- Tax & Fees section (covered in another article)

3. Adding a New Item

Click Add Item to open the item detail modal.

This modal contains two tabs:

Overview
Cost

Both must be understood to correctly configure the item.

4. Item Screen – Overview Tab

The Overview tab defines the identity and classification of the item.

Fields in the Overview Tab

Field	Description
Service	The billable service associated with the item (e.g., Consulting, Development). Required.
Product	Optional for product-based billing. Can remain empty if billing services only.
Variant	Relevant when the selected product has variants. Optional.
Cost Center – Item	Determines the internal cost structure for this item.
Project – Work Item	Links the billing item to a specific work item of a project (task, phase, milestone). Optional but common in project billing.
Code	Auto-filled or manually defined code used for internal reference.
Reference	External reference code for identification (e.g., milestone ID).
Description	Required. The name or explanation that will appear in the invoice sent to the customer.
Generate Expense	When activated, creates a financial transaction in the Operations → Transactions module. Useful for pass-through or reimbursable items.

Notes

Only the Description field is mandatory.
Selecting a Service often pre-fills default values in the Cost tab.
The Generate Expense toggle is crucial for expense-based invoicing.

5. Item Screen – Cost Tab

The Cost tab determines the financial calculation of the item.

This is where quantity, cost, discounts, and tax-deductible amounts are defined.

5.1 Main Cost Fields

Field	Description
Import	Used in advanced billing flows. Default: Unspecified.
Unit Cost	Price per unit before exchange or discounts.
Exchange Rate	Conversion rate to the billing currency. Default = 1.
Exchanged Unit Cost	Auto-calculated: Unit Cost × Exchange Rate.
Quantity	Number of units (hours, days, milestones, items).
Tax Deductable (%)	If applicable, sets tax-free portion of the item.
Commercial Discount (%)	Percentage discount applied for commercial reasons (e.g., negotiated discount).
Commercial Discount Amount	Calculated automatically or manually overridden.
Financial Discount (%)	Additional discount percentage (financial incentive).
Financial Discount Amount	Auto-calculated or manually inserted.

5.2 Automatic Calculations

The system automatically calculates:

Total Gross
Exchanged Unit Cost × Quantity
Tax Total
Based on applied taxes (from the Tax & Fees section)
Total Commercial Discount
From % or amount
Total Financial Discount
Total
After all discounts and taxes

All results are displayed at the bottom of the modal.

6. Saving or Modifying an Item

You have three options:

Save → save and return to billing
Save and New → save and open a new empty item row
Cancel → discard changes

Once saved, the item appears in the Items list with:

Description
Exchanged Unit Cost
Quantity
Total amount

7. Editing an Existing Item

Click the view icon eye on an item row to reopen it.

You may modify any information as long as the billing is not Closed, Validated, or Issued (depending on system rules).

8. Relationship with Tax & Fees

While the Items tab defines value and quantity, taxes are handled in a separate tab.

The Total section on the right recalculates automatically based on:

Item values
Taxes
Discounts

This ensures correct billing amounts in all scenarios.

9. Best Practices

✔ Always validate item descriptions

This is what the customer sees on the invoice.

✔ Use “Generate Expense” only when needed

Improper use can create unnecessary financial transactions.

✔ Keep quantity and unit cost consistent

Especially when billing hours vs days vs milestones.

✔ Use discounts explicitly

Avoid embedding discounts inside unit cost—use the discount fields instead.

Billing – Overview & Landing Page
Billing – Creating & Editing a Billing
Billing – Importing from Projects
Billing – Taxes & Fees
Billing – Documents
Operations Management – Transactions

Billing - Billing Items