Generating professional invoices from tracked time
Generating professional invoices from tracked time
Timether can turn your tracked billable time into a professional invoice.
Instead of manually calculating hours, rates, and totals, you can select a client, project, and date range. Timether
will find the matching billable time entries and prepare the invoice for you.
Creating an invoice
To create an invoice from tracked time:
1. Go to the Invoices section in your workspace.
2. Click Create Invoice or New Invoice.
3. Select the client you want to invoice.
4. Select the project, if the invoice should be limited to a specific project.
5. Choose the date range for the work you want to include.
6. Review the billable time entries found by Timether.
7. Add tax or discount options if needed.
8. Choose an invoice design.
9. Save the invoice as a draft.
Once the invoice is created, Timether will calculate the invoice line items based on the selected billable time.
How Timether selects time entries
When you generate an invoice, Timether looks for time entries that match the selected client, project, and date range.
Only time entries that are both billable and uninvoiced will be included.
This means Timether will not include:
- Non-billable time entries
- Time entries outside the selected date range
- Time entries from a different client or project
- Time entries that have already been added to another active invoice
This helps prevent duplicate billing and keeps your invoices accurate.
Reviewing invoice line items
After Timether finds the matching time entries, it aggregates them into invoice line items.
These line items show the work being billed, the tracked duration, the rate, and the calculated amount.
Before finalizing the invoice, review the included entries carefully. This is a good time to check descriptions, dates,
durations, billable status, and rates.
If something looks incorrect, you may need to adjust the original time entry before sending the invoice.
Adding tax
You can add a tax rate to the invoice as a percentage.
For example, if your invoice requires tax, you can enter the relevant tax percentage and Timether will calculate it on
top of the invoice subtotal.
The tax amount will be shown separately so the client can clearly see how the final total was calculated.
Adding discounts
Timether also supports invoice discounts.
A discount can be added as either:
- A flat amount
- A percentage
A flat amount discount subtracts a fixed value from the invoice.
A percentage discount reduces the invoice based on a percentage of the subtotal.
Use discounts when you need to apply a client adjustment, promotional offer, correction, or agreed reduction.
Choosing an invoice design
Timether includes different invoice designs so you can choose the style that best matches your work or brand.
The available invoice designs are:
- Classic
- Minimal
- Brand
The Classic design gives your invoice a familiar professional layout with clear sections and standard invoice
formatting.
The Minimal design is cleaner and simpler, with less visual weight and a more lightweight presentation.
The Brand design is useful when you want the invoice to feel more aligned with your workspace or business identity.
You can choose the design before generating or exporting the invoice.
Invoice statuses
Invoices move through different statuses depending on where they are in the billing process.
Each status affects what can be edited and what happens to the time entries connected to the invoice.
Draft invoices
A Draft invoice has been created but not finalized or sent yet.
Draft invoices are still editable, but the time entries included in the draft are locked while they remain attached to
the invoice.
This prevents accidental changes to tracked time that is already being prepared for billing.
If you need to edit a locked time entry, remove it from the draft invoice first or void the invoice if it is no longer
needed.
Sent invoices
A Sent invoice has been emailed, downloaded, or otherwise prepared for the client.
Sent invoices remain locked to protect the billing record.
The time entries connected to a sent invoice cannot be edited or deleted while they remain attached to the invoice.
This helps keep the invoice total consistent with the underlying time records.
Paid invoices
A Paid invoice is marked as settled.
This status is used when the client has paid the invoice and the billing cycle for that invoice is complete.
Paid invoices remain part of your billing history and keep the connected time entries locked.
Void invoices
A Void invoice is cancelled.
Voiding an invoice releases the time entries that were locked by that invoice.
Once the invoice is voided, the released time entries can be edited, deleted, or included in a new invoice if needed.
Use void when an invoice was created by mistake, should no longer be used, or needs to be replaced with a corrected
invoice.
Why time entries are locked after invoicing
Timether locks invoiced time entries to keep billing records reliable.
If a time entry has been included in a draft, sent, or paid invoice, changing that entry could change the invoice total
or create a mismatch between the invoice and the tracked work.
Locking helps prevent accidental edits and protects both your records and your client-facing invoices.
If changes are needed, void the invoice or detach the related line item before editing the time entry.