How to invoice your time entries

How to add tracked time entries to an invoice and send them to your client.

Written By Gemma DeMasi

Last updated About 1 month ago

You can bill tracked project time directly from invoices using the Timelogs library tab. This allows you to convert billable hours into invoice line items without manually re-entering time entries.

Timelog invoicing is designed for hourly billing, retainers, project phases, consulting work, and other time-based services.

Before You Start

Before invoicing time entries:

  • Time must already be logged to the project

  • The invoice must be assigned to the correct client and project

  • Billable entries should be reviewed before invoicing

Time logs can only be added to invoices — not estimates.

Creating an Invoice for Timelogs

  1. Navigate to Finances > Invoices.

  2. Click New Invoice.

  3. Select the client and project.

  4. Optionally create sections if you want to separate billing by phase, service type, or date range.

  5. Click Add from Library.

  6. Open the Timelogs tab.

Filtering Time Entries

The Timelogs tab includes several filters to help you locate the correct entries before invoicing.

You can:

  • Search by title, memo, or task name

  • Filter by project

  • Filter by team member

  • Filter by billable or non-billable entries

  • Filter by date range

  • Group entries by date

Once filtered, select the entries you want to bill and click Add to Invoice.

Editing Timelog Line Items

After adding timelogs to the invoice, you can edit the line item details directly inside the invoice editor.

You can:

  • Edit titles and descriptions

  • Adjust quantities or pricing

  • Add tax, freight, or markup if needed

  • Organize entries into sections

This is especially useful when you want to clean up internal task names or simplify descriptions before the client sees the invoice.

Hide Already-Invoiced Entries

The library panel includes a Hide already-invoiced items option. When enabled, previously billed time entries are hidden from the list to help prevent duplicate billing.

Disable this setting if you intentionally need to invoice an entry again.

Using Invoice Sections for Service Billing

Sections can help organize time-based billing into a cleaner client presentation.

Common section examples include:

  • Design Phase

  • Procurement

  • Site Visits

  • Monthly Retainer

  • Consulting Services

Each section can contain its own grouped time entries and totals.

Reviewing Client Visibility

Before sending the invoice, review your client-facing display settings carefully.

Invoice PDF settings allow you to control:

  • Whether descriptions appear

  • Which pricing columns are visible

  • Whether markup is shown

  • Whether section totals appear

This is especially important for time billing because internal task descriptions and markup details may not always be intended for client visibility.

Saving and Sending the Invoice

Invoices save automatically as drafts while you work.

Once your timelog entries and billing details are finalized:

  1. Review the invoice totals and client-facing display settings

  2. Export a PDF preview if needed

  3. Send the invoice to the client

When payments are recorded, the invoice balance updates automatically.

Important Limitations

  • Time logs cannot be added to estimates.

  • Already invoiced entries may be hidden depending on library filter settings.

  • Invoice display settings control whether internal task descriptions appear in exported PDFs.

What Happens Next?

After timelog entries are added to an invoice, teams commonly:

  • Review client-visible descriptions

  • Adjust pricing or markup

  • Organize entries into sections

  • Send the invoice to the client

  • Track payments against billed time

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