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Invoices

Create professional invoices with customized templates and share them online with your customers.

Written by Carla

This article refers to the way you can generate invoices from TrackingTime to bill your clients. If you are looking for information about your Billing History in TrackingTime, or anything else regarding your subscription, please proceed to this article below:


​Payment methods, Billing History, and Invoices

Enable invoicing

Roles: admins | Paid Feature

Enable the Invoicing add-on and start creating invoices to bill your clients, with the help of TrackingTime.
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How to install the invoicing feature:

  1. Go to Settings>Invoice Setup.

  2. Enable Invoicing.

Customize your invoice templates

Add your company or account logo, billing details, and select a color for your invoice template. You can also set up default taxes for your invoices, if needed.

You can always update these settings from the Invoice setup section.

⚠️ As soon as you install the add-on, you’ll find the Invoices page in the main menu, of your TrackingTime account.

Create an invoice

Roles: admins | Paid Feature
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How to add an invoice and start billing your customers:

  1. From the main menu, go to Invoices.

  2. Click the + Invoice button, at the top right corner of the screen.

  3. A new tab will open with the invoice template you created earlier.

  4. Fill in the required details.

  5. Click on Finish Invoice when done.

Edit your invoice settings

Roles: admins | Paid Feature

Here’s a list of the fields you can customize before finishing your invoice.

  • Client: select a client from your Client Database.

  • Number: update the invoice number.

  • Client billing details: add important billing information, such as the client name, company, billing address, or tax number.

  • Date of issue: set the invoice issue date.

  • Due date: define when the invoice should be paid.

  • Currency: select the currency you’d like to use.

  • Language: choose the language of the invoice.

  • Notes: add any additional information or terms.

  • Payment details: include payment instructions, such as bank details or your preferred payment method.

Edit invoice line items

Roles: admins | Paid Feature

You can also customize each line item directly from the invoice:

  • Unit amount: edit the rate or price applied to the item.

  • Quantity: adjust the number of hours or units being billed.

  • Tax rate: apply a tax percentage to the individual line item.

  • Discount: apply a percentage discount to individual line items.

  • Amount: displays the resulting total for that item.
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💡Discounts are applied per line item, so you can discount selected tasks or services without changing the price of the remaining items.

Click the value in the Discount column for the corresponding line and enter the percentage you want to apply.

Invoice status

Roles: admins | Paid Feature

Once you are done with your invoice, you can Save it as a draft or Mark it as finished.

Once your invoice is marked as finished, it will be set automatically to Open. You can change the status to Paid, Void, or Uncollectible.

You can also revert the status to Draft and duplicate the invoice.

📝 An invoice with status "open" that has a due date in the past, will be shown as Overdue.

Export your invoices

Roles: admins | Paid Feature

How to download an invoice:

  1. Go to Invoices.

  2. Open the invoice you'd like to export or create it following these steps.

  3. At the top right corner, click on the 3 dots button to visualize all available exporting options. You can choose from PDF, CSV and a link to share with people outside of TrackingTime.

💡 You can export your invoices as CSV and then import them directly into your Quickbooks account.

Create an invoice from your timesheets

When all your billable hours are logged and your timesheets are complete, you can use that information to easily create an invoice to bill your clients.
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How to create an invoice from a timesheet report:

  1. Go to Reports>Timesheets and generate a report. Remember to use the date picker to select the correct time range and the filters to exclude the information you don't need.

  2. On the top right corner, click on Export.

  3. Choose "Invoice" from the options.

  4. A pop-up with options will show up: "Group by" to gather together the hours by project, task, user or none and "Mark time entries as billed" when the invoice is created.

  5. Click on Export to get your invoice. That's it!

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