Team Invoices

Here, you’ll learn everything you need to know about team invoices in Hubstaff. Team invoices are documents sent by your employees detailing the hours of work performed by your team, along with their rate and the total cost.

To access the team invoices page:

First, navigate to Financials > Invoices.

Next, click the TEAM tab.

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Table of contents

• • Creating user invoices
    • Manually adding line items
    • Automatically adding line items
  • Editing user invoices
  • Deleting user invoices
  • Viewing user invoices
  • Sending payments
  • Recording payments
  • Exporting invoices

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Creating user invoices (Users)

You’re done with your work for the pay period, therefore, it’s time to bill your employer. To create an invoice:

First, navigate to Financials > Invoices.

Click on New Invoice.

Fill in the issue date, due date, invoice number (automatically generated based on the initials of the user and the next available invoice number), and finally, an optional PO (or purchase order) number.

After filling in the header details, you can then add line items manually or automatically. Head on over to the following sections to continue.

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Manually add line items

To manually add line items, first, fill in the following fields.

• Description – add the description of the line item detailing the job performed, for example, “Development.”
• Quantity – this could be the number of hours worked towards the task.
• Unit price – this could be the rate you are paid every hour.
• Add item – adds another line item.
  

Once you’re done, click Save and send to send a copy of the invoice to your employer. On the other hand, you can click on Save as Draft to keep a copy of the invoice until you’re ready to send it.

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Automatically add line items

To add automatic line items based on time tracked in Hubstaff:

First, on Generate line items.

Next, fill in the date range, projects (or work orders), as well as line items, then click Generate.

Finally, you’ll see the items automatically filled in based on the time tracked. After that, click on Save and Send to send a copy of the invoice to your employer. On the other hand, you can click Save as draft to keep the invoice without sending, or Cancel.

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Editing user invoices (Users)

If you’d like to make changes to your invoice, please follow the steps here:

Firstly, navigate to Financials > Invoices.

Next, click on the Actions button next to the invoice you’d like to edit, then click on Edit invoice.

Finally, after making the changes, you can click on Save and Resend, Save, or Cancel.

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Deleting user invoices (Users)

If you’d like to delete your invoice, please follow the steps here:

Firstly, navigate to Financials > Invoices.

Next, click on the Actions button next to the invoice you’d like to edit, then click on Delete invoice.

Finally, click on OK to confirm the deletion.

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Viewing user invoices

Firstly, navigate to Financials > Invoices, then click on the Team tab.

Next, click on the invoice number to open it.

The invoice page will then open up.

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Sending payments

Firstly, navigate to Financials > Invoices.

Next, click on the Actions button next to the invoice name, then click Send payment.

Confirm that the amount is correct, and then click the Pay button.

Finally, you’ll receive a message letting you know that the payment has been successfully sent.

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Recording payments

Recording payments are useful when you pay your team outside of Hubstaff. To record a payment:

Firstly, navigate to Financials > Invoices.

Next to the invoice you’d like to mark paid, click on Actions > Record payment.

The record payment dialog will appear. Fill in the details then hit Save.

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Exporting invoices

Firstly, navigate to Financials > Invoices.

Click the Export button, then choose the CSV option.

After opening the CSV file, you’ll see the details of each of your invoices.