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How to track time and bill clients
Time tracked on tasks turns directly into invoice line items, with task names, hours, and billing rates already filled in. This guide covers the full cycle from setting rates to sending the invoice.
- Set billing rates. Billing rates are configured at multiple levels: per-category rates at the workspace level (one rate for each time-tracking category), per-user rates, and per-project rates. The most specific rate wins, so a rate set on a project overrides the workspace category rate for time tracked within that project.
- Track time on tasks. Inside any task, the built-in timer starts and stops with one click. Alternatively, time entries can be logged manually by entering the duration, date, and an optional description. Each entry records the task, the project, the user, and the duration.
- Review in the timesheet. The timesheet view shows all time entries across projects and team members, grouped by day, week, or month. Entries can be filtered by project, user, date range, or billing status. The timesheet makes it straightforward to spot unbilled hours before invoicing.
- Create an invoice from time entries. From a project or the timesheet, select the unbilled time entries and choose "Create invoice". Each selected entry becomes a line item on the invoice, with the task name as the description, the hours as the quantity, and the billing rate as the unit price. The invoice total calculates automatically.
- Review and send. The generated invoice can be adjusted before sending: line items can be edited, tax and discounts added, and payment terms set. Once finalised, the invoice is sent to the client with a payment link. The time entries used in the invoice are marked as "invoiced" so they aren't billed again.
Rate hierarchy
Billing rates follow a specificity hierarchy: project rate overrides user rate, and user rate overrides the workspace category rate. Different projects or team members can bill at different rates without manual adjustments on each time entry.
Rounding and invoiced entries
Time entries can be rounded to the nearest increment (e.g., 15 minutes) when they are recorded or a timer is stopped, so tracked durations reflect clean intervals rather than exact seconds. Once time entries are converted into invoice line items, those entries are flagged as invoiced, which prevents double-billing and keeps the timesheet accurate for future invoicing.
