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Time Tracking

Time tracking records the hours your team works, by project and customer, and marks which are billable. Billable hours go onto a draft invoice, so the work you do is the work you bill.

Key capabilities

  • Log time with a date, hours, description, customer, project, person, hourly rate, and a Billable checkbox
  • The list shows date, description, customer, project, duration, billable amount, and status
  • Unbilled and Billed filters, plus search
  • Select unbilled billable entries and click Bill N to invoice (N is the number you ticked) to add them to a draft invoice in one step
  • Each entry becomes an invoice line showing the description, hours, and rate; the entry is then marked Billed
  • Edit or delete entries from the Actions column

How it works

Each time entry can be linked to a customer and a project and is flagged billable or not. The billable amount is hours times the hourly rate. Billable, unbilled entries with a rate can be added to a draft invoice; once added they are marked billed and stop showing as outstanding.

How to use it

  1. Open Time Tracking and click Log time.
  2. In the Log time dialog, enter the date and hours (for example 1.5), an optional description, the customer and project if they apply, and optionally the person.
  3. Keep Billable checked and enter the hourly rate. An entry without a rate cannot be billed.
  4. Tick the checkbox on each unbilled billable entry you want to bill, then click Bill N to invoice (N is how many you ticked) and choose a draft invoice under "Select a draft invoice".
  5. Click Add to invoice. Open the invoice to review the new lines before you finalize it.
  6. Use the Unbilled filter to find work that still needs billing.

Pro tips

  • Set the rate when you log the time; entries with no rate are rejected when you try to bill them.
  • Create or open a draft invoice for the customer first. Time can only be added to drafts, not to finalized invoices.
  • Review the Unbilled filter at the end of each week so nothing slips past invoicing.
  • Choose a project on each entry so it is easy to see where time went; project profit and loss itself comes from the income and costs tagged to the project.
  • Uncheck Billable for internal time you want to track but not charge.

In-depth guide

Billing rules

Only active, billable, unbilled entries that have a rate can be added to an invoice. Each selected entry is added as its own line, described like "Design review (1.50 hrs @ $150.00/hr)", and the invoice total is recalculated. Entries that are already billed are not offered for selection.