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.

sample team invoice

To access the team invoices page:

First, navigate to Financials > Invoices.

menu financials invoices

Next, click the TEAM tab.

team invoice tab


Table of contents


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:

Step 1

First, navigate to Financials > Invoices.

menu financials invoices

Users will only see the user tab, owners will see Client and Team tabs.

Step 2

Click on New invoice.

new invoice button

Step 3

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.

team invoice header

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


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.
    manual line items invoice

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.

invoice options


Automatically add line items

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

Step 1

First, on Generate line items.

invoice generate line items

Step 2

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

generate line items team invoice

Step 3

Finally, you’ll see the items automatically filled in based on 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.

automatic line item


Editing user invoices (Users)

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

Step 1

Firstly, navigate to Financials > Invoices.

menu financials invoices

Step 2

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

actions edit invoice

Step 3

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

invoice options


Deleting user invoices (Users)

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

Step 1

Firstly, navigate to Financials > Invoices.

menu financials invoices

Step 2

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

actions delete invoice

Step 3

Finally, click on OK to confirm the deletion.

delete invoice dialog


Viewing user invoices

Step 1

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

menu financials invoices

Step 2

Next, click on the invoice number to open it.

invoice number 1

Step 3

The invoice page will then open up.

invoice sample


Sending payments

Step 1

Firstly, navigate to Financials > Invoices.

menu financials invoices

Step 2

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

invoice send payment

This action requires a payroll account fully set-up for both the user and the organization owner to function.

Step 3

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

pay invoice

Step 4

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

invoice payment notice


Recording payments

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

Step 1

Firstly, navigate to Financials > Invoices.

menu financials invoices

Step 2

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

invoice actions record payment

Step 3

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

invoice record payment

Adding an amount less than the balance due will result in the invoice being marked as partially paid until the total balance is fully paid.

Exporting invoices

Step 1

Firstly, navigate to Financials > Invoices.

menu financials invoices

Step 2

Click the Export button, then choose the CSV option.

invoice export csv

Step 3

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

invoice csv

  • Was this Helpful ?
  • Yes   No
  • Was this Helpful ?
  • Yes   No