Invoicing Overview

Hubstaff has a robust invoicing tool that allows you to easily generate invoices for your clients and send it to them directly, as well as record payments for your invoices. Billing your clients or your employers takes literally seconds when using our invoicing feature. You can automatically or manually generate line items based on time tracked, add clients, tax information, as well as discounts on your invoices.

Invoicing is available on our Premium and Enterprise plans.
In order to be able to bill clients for time tracked by your employees, bill rates must be set for each team member in your organization. To add or edit bill rates, please click here.
The client invoicing feature requires Clients to be added to your organization. If you haven’t set-up clients on your organization yet, please click here.

To get started, click on the topics below:

Table of Contents

Invoice Settings

Before creating invoices, you can customize the organization details that automatically show up on your invoices. Navigate to Settings > Features on your web dashboard to get started.

Step 1

Click on the Invoices section. All fields are optional and any information you add here will automatically be added to any invoices you generate.

You can add your organization’s addresslogotax IDtax ratepayment terms, and a note. The note, if filled in here will be shown when creating an invoice.

You can also add your PayPal account so that when you invoice your clients using Hubstaff, they have an option to pay you using Paypal. Learn more about it here.

Once you have made all the required changes, click Save.

Setting bill rates

Generating automatic line items requires that each team member working on time that needs to be invoiced have a Bill Rate set. Bill rates are rates that you bill your client and is separate from the Pay Rate, which is the rate you pay your employees. You can do so by following these steps:

Step 1

Navigate to the Members section of the web dashboard.


Step 2

Next to each team member’s name, under the Payments column, click the pencil icon to edit the user’s payment information.

Step 3

Select whether your employee is going to be hourly or a fixed rate, then select the amount they are going to be paid. Once you’ve added a bill rate or changed it as required, click Save.

Creating Invoices

Now you’re ready to create invoices. Click on the Invoices menu on the sidebar.

If you’re an organization owner billing a client, click on the Client tab then the New invoice button, if you’re an employee billing your organization, click the New invoice button.

The Client and Team tabs are only available if you are the organization owner. If you are set as User, the tabs will not be visible.

Automatic line items

With our invoices, you have the option to manually add the line items or have them auto-populated.
To auto-populate the lines follow the steps below:

Step 1

On your new invoice, click Generate line items.

Step 2

Set your date range, project, member, and line item filters as needed.

You can also toggle the settings to include Non-billable time or Expenses.

Invoicing employers

Step 1

To get started with invoicing the organization, simply click on the Invoices.

Then click New invoice.

On a user account, only the team invoice option is available.

On an owner account, there are 2 options Client tab and the Team tab.

Step 2

Select your client, specify the issue date and due date, then set a custom invoice number or leave it at the default.

Add your own line items or have Hubstaff generate them for you, specify tax or discount percentages, and add any additional information you need.


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