Invoice the time spent

A project’s billable hours become an invoice in one click. To Bill prepares a draft: you check it, then send it like any other invoice.

Before you start

• The project has a Client. The hours of an internal project are not invoiced: give the project a client to be able to invoice them.
• Every hour has a rate: the entry’s, the person’s, the project’s or the company’s. See Turn on time and project tracking.
• You need the timetracking.invoice permission, together with the right to create invoices. Otherwise, the app says You are not allowed to invoice these hours.

Create the invoice

1. Open Projects, then the project. The To invoice tab is open.

2. On the left, all the billable hours not invoiced yet are ticked. Untick the ones to keep for a later invoice.

   

3. On the right, under Invoice preview, choose the Lines: One per project, One per person or One per entry, and the Invoice date.

4. Check the Total excl. VAT, the VAT and the Total incl. VAT: these are the exact amounts of the invoice.

5. Click Create draft invoice (1).

To Bill creates the invoice as a draft, with the next number, and opens it. The hours chosen change to Invoiced: they can no longer be changed.

Check and send the invoice

The invoice is a draft like any other: edit it if needed, then send it to your client. See Send an invoice.

Quantities to the hundredth of an hour

Hours are invoiced to the hundredth: 10 minutes make 0.17 h. You can recalculate each line by hand. With 6-minute rounding in the settings, the hours come out as round figures.

The invoice’s VAT

If your company is registered for VAT, the invoice applies your default VAT rate; without a default rate, the standard rate (8.1%). To Bill refuses a rate that is no longer in force on the invoice date. A company that is not registered for VAT invoices without VAT.

Cancel a time invoice

• The draft has not been sent yet: delete it. Its hours become to invoice again.
• The invoice was sent, then cancelled: under Invoices of this project, next to the cancelled invoice, click Release the hours. They become to invoice again.

The Invoices of this project list, below the invoicing, shows each invoice created from the project, its status and its hours.

Legal basis

• The standard VAT rate has been 8.1% since 1 January 2024: Art. 25 para. 1 VAT Act.