Invoices
An invoice is built from a client's billable time entries over a date range. There are no line items to type; the entries are the line items.
Before the first invoice
- Under Account → Business Information, fill in your company name, address, and tax ID, and upload your invoice logo (PNG or JPEG). Together these form the letterhead printed at the top of every PDF.
- Under Account → Invoice Numbering, set a prefix such as INV and the next number, and choose a billing increment: to the minute, 6 minutes (tenth of an hour, the legal convention), 15 or 30 minutes, or the hour. Each entry is rounded up to that increment when priced.
- Give each client an hourly rate, an email address, and the postal address you want on their invoices.
Generating
Click Create Invoice, choose the client and the start and end dates, and click Generate Invoice. Every billable entry for that client in the period is included and the invoice is created as a draft. Review the entries first under Time Entries if you want to fix notes or mark something non-billable; the invoice reflects the entries at the moment it is generated.
Delivering it
TrackTime does not email invoices to clients. Invoices arrive more reliably, and look more trustworthy, when they come from your own mailbox, so delivery is a hand-off:
- PDF downloads the invoice.
- Email downloads the PDF and opens a new message in your mail app, addressed to the client's email on file with a subject and a short note filled in. Attach the PDF and send.
- Mark sent records that it went out. Nothing is transmitted by this button; it only changes the status.
Tracking payment
- Draft: generated, not yet delivered. Actions: PDF, Email, Mark sent, Void.
- Sent: delivered, awaiting payment. Actions: PDF, Email, Mark paid, Void.
- Paid: payment recorded. The PDF stays available.
- Void: cancelled. The invoice stays in the list for the record and its time entries are released, so a corrected invoice for the same period picks them up again.
Statuses only move forward. If an invoice is wrong, void it and generate a new one rather than trying to edit it.
Letterhead changes
Editing Business Information or the logo updates draft invoices on their next download. Invoices already marked sent keep the PDF exactly as it was issued.
Finding an invoice
The filter bar narrows the list by invoice number, client, status, and billing period. A period filter matches any invoice whose period overlaps the dates, so filtering to November finds an invoice that ran from October 15 to November 15. The four totals above the list (Invoiced, Outstanding, Paid, Drafts) always describe the filtered set across every page, so filtering to Sent shows exactly what is owed to you.