Time Tracking
Converting Tracked Time into Invoices
Transform unbilled hourly logs into a detailed, professional client invoice in two clicks with automatic line item consolidation.
Manually copying hours and minutes from a timesheet into an invoice template is tedious and prone to mathematical errors. Flanceflow automatically aggregates unbilled time records into itemized invoice line items with a single click.
How to generate an invoice from tracked time
- Go to the Time Tracking page (or open any project’s "Time" tab).
- Filter by the client you wish to invoice and ensure the status is set to "Unbilled".
- Select the time entries to include using the checkboxes (or click "Select All Unbilled").
- Click the "+ Generate Invoice" button in the action bar.
- Choose grouping preference: Group by Day, Group by Task, or Consolidate into a Single Summary Line.
- Flanceflow creates a draft invoice with all hours, rates, dates, and descriptions pre-calculated.
- Review invoice line items, add tax or discounts if applicable, and click "Send Invoice" or "Download PDF".
- The selected time entries are automatically updated from "Unbilled" to "Billed", linked directly to the new invoice ID.
Hourly invoice grouping options
| Grouping option | How it renders on invoice | Best suited for | Client preference |
|---|---|---|---|
| Group by Task | One line item per deliverable with total hours and bulleted sub-notes | Creative design sprints and software feature builds | Recommended for most clients. |
| Group by Day | One line item per calendar day showing date and work performed | Daily consulting retainers and on-site contracts | Preferred by enterprise procurement teams. |
| Single Consolidated Line | One clean summary line: "Development Advisory: 24.5 hrs @ $100/hr" | Trusted long-term retainers wanting simple invoices | Simplest presentation; avoids line-item clutter. |
Hourly billing tips
- Detailed timesheet attachment: You can toggle "Attach Detailed Timesheet PDF" in the Invoice Editor to append a complete itemized timestamp report to the client invoice.
- Rounding adjustments: Flanceflow calculates hours in exact two-decimal increments (e.g. 3.75 hrs) so calculations match down to the exact cent.
- Pre-invoice client approval: Send an async screenshot of the unbilled hours summary on the 28th of the month so clients expect the upcoming invoice amount.
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