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Choose the From tracked time invoice type and TimeTracker lists every approved billable hour for that client, ready to select.

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Which time qualifies

An entry can be invoiced only if all of these are true: Everything else is filtered out before you see the list.
Approved means a reviewer accepted the timesheet. Locked means the time is settled and only an admin can change it. Both are safe to bill. See /approvals/approve-a-timesheet.

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How entries are grouped

Entries are grouped by project, task, person and date. Each group becomes one editable line. A group header looks like:
☐ Website Redesign – Sarah Lin · 10 Mar 2026    $400.00 billable
Under it, each individual entry shows its hours and billable value, with its own checkbox.

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Writing the line description

The description defaults to the entry’s own text, or Billable time if it has none. Overwrite it with something the client will recognise. Good: Homepage and checkout wireframes, 1–10 March Less good: Sarah Lin – 10 Mar The description you type applies to every entry in that group.

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What each line stores

The rate is the one that was frozen onto the entry when it was recorded – not today’s rate. See /rates/rate-snapshots.

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Expenses on the same invoice

Approved billable expenses for the same client appear in their own Billable expenses section. Each is a single line at its amount plus its markup. amount × (1 + markup% ÷ 100) A 200expensewitha15200 expense with a 15% markup bills at `200 × 1.15 = 230`. Invoicing an expense also moves it to invoiced. The Expenses app must be on for expense lines to be accepted.

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How to invoice tracked time

1

Approve the time first

Nothing appears in the picker until the timesheet is approved.
2

Create an invoice

Invoices → Create invoice.
3

Pick the client

The Approved time available to invoice section fills in.
4

Narrow by project (optional)

Set Project to bill one engagement, or leave it on All projects.
5

Keep the type on From tracked time

This is the default.
6

Tick the groups you want

Use the group checkbox for a whole day’s work, or individual checkboxes for part of it.
7

Edit each description

Write what the client should read.
8

Add expenses if any

Tick them in the Billable expenses section.
9

Save draft

Review the document, then send.

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Example

Bluebird Coffee’s March work at Northwind Studio: Daniel merges the two Sarah groups into a single readable story by giving both the description Homepage and checkout wireframes, ticks Jonas’s group with the description Front-end build, and saves the draft. The invoice shows three lines totalling $1,960.

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Double-invoicing is impossible

The moment an entry is invoiced it is marked as such and disappears from the picker. If two people build invoices at the same time and both select the same hour, the second save fails completely – it never partly succeeds. You see: “Some selected time entries were already invoiced by someone else. Refresh and try again.” Reload the builder and rebuild the selection.

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Releasing time back

Voiding an invoice releases its time entries back to locked so they can be invoiced again, and its expenses back to approved. See /invoicing/void-an-invoice. Editing a draft does the same thing temporarily while it rebuilds, so entries you uncheck become available again.

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Permissions

The list carries the billable value only. It never carries an internal cost figure, whoever is looking at it. See /invoicing/invoice-permissions.

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What happens next

  1. Each selected entry moves to invoiced and is linked to its invoice line.
  2. The invoice is created as a draft with server-calculated totals.
  3. Project budget consumption already reflected the time when it was tracked – invoicing does not change it.
  4. Sending the invoice emails the client’s billing contact with a PDF.

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Common questions

Check four things: the entry is billable, its status is approved or locked, it is not already invoiced, and its project belongs to the client you picked.
Yes. Untick the individual entries you do not want. Only ticked entries are billed.
Not on a time line – it is built from the entry. To change the money, either correct the time entry and re-invoice, or add a manual line or a discount.
Not automatically – each group is its own line. Giving several groups the same description makes them read as one piece of work.
It never appears here. It still counts on the timesheet and in reports. See /concepts/billable-vs-non-billable.
It is listed with a billable value of zero. Fix the rate and re-enter the time, or bill it as a manual line.

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Troubleshooting

Create an invoice

Every field on the builder.

Approve a timesheet

The step that unlocks invoicing.

Rate snapshots

Where each line’s rate comes from.

Void an invoice

Releasing time for re-billing.

Edit a draft invoice

Changing the selection.

Billable vs non-billable

Which hours qualify.