How to Invoice Clients in Hubstaff


Learn how to invoice your clients by reading this comprehensive guide.

Invoicing is available on Premium/Pro 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..

Here is a sample invoice sent to a Hubstaff client.

hubstaff sample invoice


Table of Contents


Invoicing Clients

To get started with client invoices, simply click on the Financials tab on the left sidebar, select Invoices, then click on the Clients tab.

menu financials invoices


Adding Organization Details for Invoices

clients

Step 1

First, make sure you are on the Clients tab and then click on Invoice settings.

invoice settings 1Alternatively you can navigate to Settings & Policies > Features > Invoices.

Step 2

On this page, you’ll be able to modify your global invoice settings. You can add your organization address, logo, tax ID, tax rate, payment terms, net terms, notes, and your PayPal email (optional). You can also set up automatic/recurring invoicing. Once done you have to click Save.
settings invoices menu


Creating a New Invoice

Step 1

Navigate to Financials > Invoices. Click on the Clients tab, then New invoice.

financials invoices clients new invoice

Step 2

On the invoice header, you can:

  1. Upload your company logo
  2. Select the client you plan to bill
  3. Issue date
  4. Due date
  5. Invoice Number
  6. PO (Purchase Order) number

new invoice logo date po number

Step 3

Then, you can add line items to invoices, using either one of the below methods:

  1. Manually add each line item, then click the Add item to add another line item, or
  2. Generate line items automatically. To do this, skip to the next section.

invoice manual automatic generate line items

You can also add notes next to each line item’s description.

line item add note button


Generate Automatic Line Items

Hubstaff can calculate line items for you based on your team members’ billing rates and the amount of time they’ve tracked for that period.
On your new invoice, click Generate line items.
invoice generate line items
The Generate line items dialog box will appear.

generate line items invoice

 

  1. Date Range – specify the start and end date of the line items on the invoice
  2. Projects – select projects to include on the invoice.
  3. Members – choose which members’ times are included on the invoice.
  4. To-do – select which tasks are included on the invoice.
  5. Line items – choose how the data is presented on the invoice:
    1. Detailed by project – shows the detailed data per project on the invoice. Available filters are:
      1. By user, project, and date
      2. By user and project
        invoice line items
    2. Detailed by to-do – shows the detailed line items based on tasks/to-dos. Available filters are:
      1. By user, to-do, and date
      2. By to-do, and date
      3. By user and to-do
        invoice line items
    3. Summary – shows one line item with a summary for the selected filter. Available filters are:
      1. By user and date
      2. By user
      3. By project
      4. By to-do
      5. By date
        invoice line items
  6. Include non-billable time – toggle this  if you wish to include time from non-billable projects.
  7. Include expenses – toggle this option to include expenses in the invoice

Press Generate to automatically generate the line items based on the filters selected.

Step 4

Once all line items have been generated, fill in the remaining information (if you’ve already added these on the invoice settings, they will be pre-filled for you). Then either save the invoice as a draft or save the invoice and send it to the client.
invoice send draft notes

Step 5

Once the invoice sent, an email will be sent to the client with the following information:
sample client invoice email

This is what it looks like when the View invoice button is clicked:

hubstaff sample invoice

To check out how clients pay for invoices via PayPal, click here.

Users can send invoices up to 20 recipients per hour.

Re-sending an invoice

Step 1

Click on the invoice you want to resend.

financials invoice clients

Step 2

Click More actions and select Resend from the drop-down.
invoices more actions resend

Users can send invoices up to 20 recipients per hour.

Recurring Invoices

Want to know how to set-up recurring invoices for your clients? Follow the steps below:

Step 1

Navigate to Project management > Clients.

menu project management clients

Step 2

For new clients, click on Add Client, then navigate to the INVOICING tab. For existing clients, click on Actions > Edit Client then navigate to the INVOICING tab.

add client edit client

Step 3

Click Custom under the Auto invoicing section to enable recurring invoices, then fill in the following information:

auto invoicing dialog box

  1. Amount based on – bill clients based on the hourly bill rates, or a fixed price every automatic interval.
  2. Frequency – select the intervals the invoice will be sent. Invoices can be sent monthly, weekly, and bi-weekly.
  3. Delay sending – add a specific delay to your automatic invoices.
  4. Send reminder to pay after due – this sends an email reminder to clients when an invoice has not been settled after a specific number of days.
  5. Line items – define the line item format.
  6. Include non-billable time – this includes all non-billable times logged to projects associated with a client.

Filtering Invoices

You can use a few different filters to view your invoices for just a particular date, organization, or client. First, navigate to Invoices, from the Financials section, then click the Clients tab. After which you can enter the dates on the calendar, select a client, the invoice status, then hit Apply to generate the list of invoices that meet the filters applied.

By client:

filter invoices


Editing an Invoice

Click Actions next to the invoice you want to edit and select Edit invoice from the drop-down. After completing the updates you can either Save the invoice as a draft or Save and resend the invoice.

edit invoice

 


Downloading an Invoice

Step 1

Click on the invoice you want to download.

download invoice

Step 2

Click More actions and select Download PDF from the drop-down.
invoices more actions download pdf


Closing an Invoice

Step 1

Click on the invoice you’d like to close.

close invoice

Step 2

Click More actions, then select Close from the drop-down.
invoices more actions close


Reopening a closed Invoice

Step 1

Navigate to Invoices within the Financials section then select the date range, client name, and choose the Closed status on the Status drop-down. Click on Apply, and then click on the invoice you want to reopen.

reopen invoice

Step 2

Click More actions and select Reopen from the drop-down.
invoices more actions reopen


Deleting an Invoice

Step 1

Open the invoice you’d like to delete.

select invoice

Step 2

Click on More actions then select the Delete option.

invoices more actions delete


Sample Invoice

Here is a sample of what an invoice will look like when you send it to a client.

hubstaff sample invoice
To check out how clients pay for invoices via PayPal, click here.


Recording Payments (Mark as Paid)

Once a client has paid you, you can record that payment in Hubstaff.

Step 1

Select the invoice where you wish to record a payment from the list.

clients

Step 2

Once the invoice page is open, click on the Record payment button.
invoice record payment

Step 3

Enter the amount that was paid and the payment date. You can add optional notes if needed then hit Save.
record payment invoice

Step 4

You’ll be taken to the invoice page showing that the invoice was PAID.
invoice paid


Unmark an Invoice as Paid

If you need to remove the Paid mark this can be done as well.

Step 1

On an invoice that is marked as Paid, check that its status is also Paid and not Closed. If the status is Closed, you have to Reopen it first.
invoice paid

Step 2

Once reopened, locate the History section at the bottom of the invoice and find the line about the recorded payment. Click on the View link near it.
invoice payment history

Step 3

You will see a dialog where you have to press on Delete, confirm the action, and Close.

delete invoice payment


Sample Invoice (Client View)

Here is a sample invoice of what your clients will see:

hubstaff sample invoice

When you generate a line for the time that was tracked in Hubstaff and save it as a draft, that time becomes locked. If the time is marked as locked for any other reason (paid, project management tool export, etc.) then it can be added to an invoice as long as that locked time has NOT already been added to another invoice.

When editing an invoice if you want to delete a generated line item, you need to click the trash icon for the generated line item you want to get rid of and then save the invoice for that change to take effect. Likewise, those hours will change back to not locked.

If you make any changes to an invoice and click on the Cancel button right after, then the changes will NOT take effect and the line items (regardless of whether they are manual line items or generated line items) will still be there in the invoice.

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