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Bill Clients for Tracked Hours

4 min read

Send a client their tracked hours for approval, answer their questions, and get the invoice created when they approve.

Hours your remote members track for a client can be billed to that client. You send the hours as an hours report, the client approves them in their portal, and the invoice is created then. Nothing is invoiced until the client approves.

Overview

This guide shows how to send a client their unbilled hours, answer a question about them, and find the invoice once the client approves.

Who Can Access

Agency Admin

The workspace owner and co-admins can always do this. A remote member can too when their role has View billing amounts, plus Send hours to clients to send hours and Answer client questions / cancel reports to answer. See Time Tracking Permissions.

Step-by-Step Guide

Open the client’s Hours tab
Go to Clients, open the client and click the Hours tab. The tab shows up once a remote member tracks time for this client, or the client already has tracked hours.
Check the hourly rate
The Hourly rate card shows what this client pays per hour. Click Edit to change it. Hours can’t be sent until the client has a rate. If a member has their own rate for this client, set on the member’s profile, that rate is used instead.
Pick the hours to send
Hours not yet billed lists the finished billable hours that haven’t been sent or invoiced yet. Use the two dates to choose a period, then tick the hours you want to bill.
Send them for approval
Send for approval shows the total for each member and rate. Add a message if you like and click Send to client.
The client is notified. The report appears under Sent hours reports as Waiting approval, and the hours in it are locked.
The client reviews the hours
In their portal, the client sees the report under Hours to approve on the Invoices page and clicks Review & approve.
The report lists every entry: the date, who did the work, what was done, the hours, the rate and the amount.
Below it, the client can Approve hours or Ask a question.
Answer a question
If the client asks a question, it goes to you and nothing is invoiced.
On the client’s Hours tab, the report shows Question. Click Answer to open it, then write your answer. Untick any hours you want to take out of the report.
Click Send answer & resend. The report goes back to the client with the new total. To withdraw it instead, click Cancel report; its hours go back to Hours not yet billed.
The client sees your answer on the report.
The client approves and the invoice is created
When the client clicks Approve hours, the invoice is created at once and you are notified. The client can open it with View invoice and pay it from Invoices.
The invoice has one line for each member and rate, with the period, the hours and the rate.
On the client’s Hours tab, the report now shows Invoiced with the invoice number.
Follow billing in Reports
Go to Reports and open the Time tab. By client shows each client’s hours and how much is invoiced, waiting for approval, or not sent yet.