Time entries (Basic): Bill time

This article will guide you through all the ways to get paid for the tracked time: learn how to issue invoices for all finished time entries.

Covered here:

• Before you start
  • Create invoice in advance
  • Track time first, then create an invoice
• Creating invoices from the time entries list
• Creating invoices for billable time entries from the WIP page
• Marking time entries as billed

Before you start

Before diving into creating invoices from tracked time, it's essential to grasp the different approaches you can use for time tracking within TaxDome. Here are two primary methods:

• Create invoice in advance
• Track time first, then create an invoice

Create invoice in advance

The first option you have is to initiate the process by creating an invoice in advance or asking your client to make a prepayment. Then you can follow this process:

1. As you or your team members work on jobs and tasks, diligently track the time spent on each of them using time tracker. 

2. Periodically review the tracked time against the initial invoice to ensure it adequately covers all the time expended. You can always see your team's unbilled time for each client in their profile's Invoices or Payment tabs.

3. Depending on the situation, you can choose to:

• Create one more invoice if additional time is spent
• Issue a refund or leave it on the client's balance if the initial invoice/prepayment exceeds the actual time spent.

4. Once satisfied, mark the invoice as billed to maintain accurate financial records.

Track Time First, Then Create an Invoice

1. After completing the tracked tasks or projects, create an invoice directly from the accumulated billed time.
2. Review the invoice details to ensure accuracy before finalizing and sending it to your client.

Creating invoices from the time entries list

Team members with the Manage invoices access rights can bill tracked time by creating an invoice directly from time entries. Here's how the process works:

1. Go to the  Invoices > Time Entries or to the Time Entries subtab of the Invoices tab inside a client account. 

Tip! you can use filters to ease up finding the appropriate invoices. Click Filter on the top right of the time entries list and select the client, the Billable type and Unbilled invoice status. 

2. Select one or more time entries for a single client. 

3. Click on the Create Invoice button at the top left. You will see the Create Invoice page with time entries added as line items. You can edit any of the line items if needed.

4. Fill in the Create Invoice page and click Create.

Keep in mind:

• You can create an invoice for multiple time entries at once, but only for a single client account
• Creating an invoice is possible only for time entries that are Billable and have the Unbilled status
• Once you create an invoice, the time entry's status changes from Unbilled to Billed
• The service and description for the time entry are converted into the service and description for the line item
• If you create an invoice for a few time entries with the same service, rate and description, they will be merged into a single line item
• Editing a line item in the invoice doesn't impact the time entry (e.g. changing the rate in the line item of the invoice does not change the rate listed in the time entry)
• Similarly, editing a time entry after creating an invoice does not impact the invoice
• If you apply a template while creating an invoice, line items from the template will be added to those already included in the invoice. If there are no line items in the template, line items included in the invoice won't be erased

Creating invoices for billable time entries from the WIP page

Keep in mind:

• Once you create an invoice, the time entry's status changes from Unbilled to Billed and these time entries will be removed from the WIP page
• The service and description for the time entry are converted into the service and description for the line item
• If you create an invoice for a several time entries with the same service, rate and description, they will be merged into a single line item
• Editing a line item in the invoice doesn't impact the time entry (e.g. changing the rate in the line item of the invoice does not change the rate listed in the time entry)
• Similarly, editing a time entry after creating an invoice does not impact the invoice
• If you apply a template while creating an invoice, line items from the template will be added to those already included in the invoice. If there are no line items in the template, line items included in the invoice won't be erased

Marking time entries as billed