Invoicing software that bills from tracked hours
What this feature does
Invoicing translates your team's hard work into revenue. Convert locked timesheet items directly into itemized client bills. Our exact-decimal database tracks transitions through sent, viewed, and paid states, updating your accounting systems without copy-pasting spreadsheet entries.
The invoice is built from approved hours rather than typed in, and every total is worked out in exact decimals, so the figure you bill matches the time that was tracked.
How to set up invoicing in TimeTracker
Open a new invoice
Pick the client. The invoice takes that client's currency and locks it for every line.
Pull in approved time
Approved entries are grouped by project, person and day, so you can tick whole groups at once.
Add expenses and manual lines
Approved billable expenses can join the invoice, and you can type extra lines by hand.
Save as a draft or send it
Saving keeps it a draft. Sending is a separate step, so a failed send never loses your work.
What admins and owners see
Set your own numbering
Every invoice gets a number with no gaps in it, and you can put your own label on top of that.
Discount first, then tax
A discount comes off the subtotal, and tax is worked out on the discounted amount, never the other way round.
Record a payment by hand
Payments are typed in as bookkeeping rows. A correction is a new row, so the ledger is never rewritten.
What your team sees day to day
Approved hours are what gets billed
Only approved time reaches the invoice picker, so nothing half finished can land in front of a client.
See where an hour ended up
Once an entry is invoiced it points at its invoice line, so any hour can be traced to the bill it paid for.
Popular features
Configure custom rates for every agreement
Manage complex billing agreements with ease. Set client rates, assign member role pricing, and handle multi-currency projects with zero confusion.
Explore Rates→
Timesheets your team submits on time
Hours build into a timecard as people work. Send the week for approval, lock it once it is signed off, and bill from a number that cannot quietly change.
Explore Timesheets→See where the time really goes
Break hours down by client, project, and team member. Find the work that pays off and the projects that run over.
Explore Reports & Dashboards→Bill for every hour you earn
Mark each entry billable or non-billable while you work. Approved hours roll straight into reports you can bill from.
Explore Billing→Keep projects on track and in budget
Define project phases, set budget caps, and track work progress in real-time. See margins and utilization without building reports manually.
Explore Project Management→Expense management software built for client work
Log a cost against the project it belongs to, attach the receipt, and send it for approval. Approved expenses go on the client invoice.
Explore Expenses→Employee time tracking your team will actually use
One click starts a timer, or people type hours in by hand. Every entry ties to a client, project, and task, so the record stays clean.
Explore Time Tracking→A worked example
Three lines into one invoice total
INV-0044 for Northwind Studio holds three lines. Discovery and UX research is 12h at $120, the frontend build is 18h at $135, and QA and handoff is 6h at $110. That subtotals $4,530.00. VAT at 20% adds $906.00, so the invoice total is $5,436.00.
Limits and edge cases
- Every line uses the invoice currency, so a payment in another currency has to be converted first.
- Two taxes do not stack on each other. Two 10 percent lines on 100 give 20, not 21.
- The invoice number never changes when you edit a draft.
- There is no card gateway on a client invoice. Recording a payment is bookkeeping only.
- An invoiced expense cannot go back to approved unless the invoice is voided first.
Frequently asked questions
- How do I create client invoices from tracked hours?
- You can generate invoices from approved hours in one click. Learn more on our invoicing page.
- Does the invoice engine prevent rounding errors?
- Yes, we compute line items using exact decimal math. Read about billing accuracy on our billing page.
- Can I customize taxes and discounts on invoices?
- Yes, you can add non-compounding tax lines. See details on configuring options on the features hub.
- How do I track if clients viewed an invoice?
- Our state machine tracks draft, sent, and viewed transitions. See how on the reports page.
- What happens if I void a client invoice?
- Voiding releases logs back to timesheets for re-billing. Learn about locks on the timesheets page.
- Can I bill fixed-fee milestones?
- Yes, we support milestone billing. Learn about project management on our project management page.
- Can I sync invoices with QuickBooks or Xero?
- No. There is no direct QuickBooks or Xero integration. You export invoices and approved time to CSV and import that into your accounting tool. If you only need a one-off document, the free invoice template produces one without an account.
- Does invoicing support multi-currency clients?
- Yes, invoices isolate currency types. Read about rate configurations on our rates page.
- How can freelancers collect credit card payments?
- Not through TimeTracker. There is no card processing and no Stripe or PayPal connection, so you collect payment however you do today. What you can do here is record a payment against an invoice once it arrives, so each invoice shows what is still outstanding. See how freelancers use it.
- Is invoice generation free to use?
- Yes, solo invoices are free. For team invoicing limits, check the pricing page.
Start tracking time today
Set up TimeTracker in minutes and put invoicing to work. Track hours by client, project, and task, and bill for every hour your team works.
Start free