Invoicing Tracked Time

Bill the hours your team logged without retyping them. Pick the tasks to bill and ClientCove builds the line items, one per task, priced from your rates. Once time is on an invoice it is marked invoiced and won't be offered again.

Overview

There are two ways in, and both follow the same rules:

Start from	You get
A client's Hours tab → Create invoice	A draft invoice for the period you're looking at, opened for you to review
New Invoice → pick a client	An offer to fill the invoice's line items from the client's uninvoiced time, which you can edit before saving

Both need permission to manage invoices and to view clients. Time logged on a client's tasks is described in Time Tracking; the Hours tab in Client Hours & Budgets.

From the Hours Tab

1. Open the client's Hours tab and choose the period to bill in the Period menu (or apply a custom range).
2. Select Create invoice. A list of the period's tasks with uninvoiced time appears, each with its hours and amount. Billable tasks start ticked; the rest don't.
3. Tick or untick tasks. The button shows the total hours and amount as you go.
4. Select Create draft invoice. The draft opens, ready to edit and send.

The list covers the period up to today. A task shows only its time that isn't on an invoice yet.

From New Invoice

1. Select New Invoice and pick the Client.
2. If the client has uninvoiced time, the window asks Create this invoice from tracked tasks? and says how many hours on how many tasks. Select Choose tasks, or No thanks to make the invoice by hand.
3. Choose which time to look at in the menu: All uninvoiced time, or one of the client's periods.
4. Tick the tasks to bill (billable ones start ticked) and select Add. The line items appear on the invoice, replacing the empty first line.
5. Edit anything you like, then save. Saving marks that time as invoiced.

While the tracked tasks are added you can select Undo to take their lines off again. If you change the client, lines from the previous client's time are removed.

What the Line Items Look Like

Each task becomes one line:

• Description — the task's title.
• Details — the dates the work was done and who did it, for example "Oct 3 – Oct 18 · Jane Doe, Sam Lee".
• Quantity — the hours.
• Price — the hourly rate (see below).

When people who bill at different rates worked on the same task, it gets one line per rate, each saying which rate it is. Tracked-time lines are not marked taxable; change that on the invoice if you need to.

How Rates Are Chosen

Each hour is priced from the first of these that has a rate:

1. The client's own rate card — on the client's Billing tab override, or from their plan.
2. The team member's billable rate — set on their user profile.
3. The client's default billable rate.
4. Your account's default rate card.

Tasks have no work type, so from a rate card ClientCove uses its hourly Standard row, or the first hourly row if there's no Standard. Fixed-price rows are never used for hours.

A task with no rate at all shows No rate. It starts unticked unless it's billable, and if you include it the line goes on at $0 for you to price on the invoice.

Never Billed Twice

• Invoiced time is locked. Entries on an invoice can't be edited or deleted. Someone who tries is told which invoice the time is on.
• Permanently deleting the invoice frees the time. Its entries become uninvoiced again and are offered next time.
• Trash and restore don't. An invoice in the trash still holds its time, and restoring it keeps it, because a restored invoice still charges for those hours. Delete it permanently to free them.
• Each hour is billed once, whichever way you invoice. The Hours tab, New Invoice and the assistant all mark the same time as invoiced, and none offers time that another has billed.
• Two people invoicing at once. If someone else invoices some of the same hours while you're creating a draft from the Hours tab, your draft only gets the hours that were still free.

The Assistant

The assistant's invoice from billable tasks creates a draft invoice from a client's uninvoiced billable time. It uses the same rates as above and marks the same entries as invoiced, so time it bills won't appear on the Hours tab as uninvoiced, and the other way round.

Notes & Gotchas

• Removing a task's line un-bills that task. In New Invoice, if you delete any of a task's lines before saving, that task's time stays uninvoiced.
• Lowering a line still bills the time. If you reduce a tracked line's hours or price, the task's time is still marked invoiced. That's how to write time off. To leave time for a later invoice, remove the line instead.
• Time logged after you open the list isn't included. New Invoice marks only the entries it showed you.
• Not on recurring invoices. An invoice built from tracked tasks can't be recurring, because each repeat would charge the same hours again. The offer is hidden while Recurring is on, and saving that combination is refused.
• Cancelled or refunded invoices keep their time. Only permanently deleting the invoice frees it.
• Changing an invoice's client doesn't move its time. The entries stay with the client they were logged for.

Related Pages

• Client Hours & Budgets — the Hours tab and periods
• Time Tracking — logging time on tasks
• Creating Invoices & Line Items
• Plans & Rate Cards — rate cards and included hours