Invoicing tracked time

Time Trakkr builds invoices from the hours your team has already tracked. You choose a client and a date range, and the matching unbilled entries are gathered into a draft you can review before sending. Invoicing is available to owners and admins under the Bill section.

Creating a draft from tracked time

1. Open Invoices and select Invoice tracked time.
2. In the Invoice for tracked time window, choose a client under Choose a client….
3. Optionally narrow to one project; the default is All projects.
4. Set the date range with the two date fields. It defaults to the start of the month through today.
5. Choose how line items are grouped: By task, By person, or By detailed.
6. Leave Include billable expenses ticked to add billable expenses from the same period, or clear it to bill only time.

A preview shows what will be included, such as "12.50 uninvoiced hours · 3 expense(s) in range ($450.25)." When it looks right, select Create draft invoice.

What happens to the entries

When the draft is created, each matching time entry is attached to the invoice and locked so it cannot be billed twice; billable expenses in range are attached the same way. Those hours and expenses now count as invoiced and will not appear the next time you invoice that client for an overlapping period.

Taxes and discounts

An invoice can carry a Discount, a Tax, and a second Tax 2 line. Defaults fill in automatically, cascading from the most specific source to the least: an explicit value you enter wins, then the project's default, then the client's default, then your workspace default. If none is set, the line is simply left off. You can always adjust these on the draft before sending.

Draft, sent, and payments

A new invoice starts as a draft, visible only to you and other admins.

1. Review and edit the draft as needed.
2. Select Mark sent to record that it has gone to the client. Its status moves to open and a sent date is set.
3. As money arrives, enter a date and amount and select Record payment.

The status updates itself from the payments: an invoice becomes partially paid when some of the balance is covered, and paid once the full amount is recorded. To let the client view the invoice online, copy its client link.

Deleting a draft releases the entries

If you decide not to bill a draft, select Delete draft. Deleting unlinks every attached time entry and expense and unlocks them, so they return to unbilled and are available to invoice again later. Approved entries stay locked for approval reasons, but they are no longer tied to the deleted invoice. This makes it safe to generate a draft, look it over, and start again with a different client, period, or grouping.