Invoice a client from tracked time

This guide shows you how to create an invoice directly from tracked time entries. This workflow helps you bill accurately for your work and prevents unbilled hours from being overlooked.

Before you start

To invoice for time, you need a few things set up first.

• You need permission to create and edit invoices.
• The client you want to bill must exist in your organization.
• The client must have at least one job with tracked time entries.
• The time entries you want to bill for must be marked as billable.

Create an invoice from the Invoices page

This method is useful when you want to bill a client for time across multiple jobs at once.

1. Navigate to Invoices in the main menu.
2. Select the New Invoice button.
3. In the Client field, choose the client you want to invoice.
4. A panel will appear on the right side titled Unbilled time & items. It will list all billable time entries for that client that have not been invoiced yet.
5. Select the checkbox next to each time entry you want to add to the invoice.
6. Use the Group by dropdown to decide how the time entries will appear on the invoice. You can group them by Staff member, by Job, or show each time entry as its own line item.
7. Select Add to Invoice.
8. The selected time entries now appear as line items on the draft invoice.
9. You can add other line items, review the totals, and apply a payment schedule.
10. When you are ready, select Save Draft or Send Invoice.

Create an invoice from a Job

Use this method when you are invoicing for a single job.

1. Navigate to Jobs and open the job you want to invoice for.
2. From the job's main page, select the ... actions menu in the top right.
3. Choose Generate Invoice from the dropdown menu.
4. A new screen will appear, showing all unbilled time entries and expenses associated with this job.
5. Select the items you wish to include on the invoice.
6. Select Create Invoice.
7. You will be taken to a new draft invoice with the selected items already added as line items.
8. Review the invoice, make any final adjustments, and then save or send it.

💡 Tip: You can edit the description, quantity, and unit price of any time-based line item directly on the invoice draft. Changing these details here will not affect the original time entry record.

Good to know

• When you save an invoice, any time entries included on it are automatically marked as Billed. They will no longer appear in the Unbilled time & items panel.
• If you delete a time-based line item from a draft invoice, the original time entry will revert to an unbilled state, allowing you to invoice it later.
• The rate used for a time entry is based on the rate hierarchy in your organization. We check for a Job-specific rate first, then a Staff member-specific rate, and finally fall back to your organization's default billing rate.
• Non-billable time entries will not appear as an option to add to any invoice. You must first navigate to the time entry and mark it as billable.

What's next

• Track time for jobs
• Set up staff billing rates
• Manage client invoices
• Record invoice payments