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What
Create invoices on your projects based on time logs and expenses, or create a fixed price invoice.
Why
  • Track your team's billable hours in line with your company's billing schedule for clients.
  • Invoice clients based on actual billable hours logged for the relevant period.
  • Export invoices to your accounting software for seamless billing.
Who
  • Site admins and project admins
  • Users with the project permission:
    • Can access billing (allows the user to view, create, and manage invoices)
      ⚠️ Turning this permission on automatically grants the user view time log, view other people's time, and view hourly rates project permissions. 
When
You bill for client work at the end of each month.
  • Example: Create an invoice on a client's project. Add any time entries your team tracked this month to the invoice. Add any relevant fixed expenses. Export the invoice to your linked accounting software.
What
Create invoices on your projects based on time logs and expenses, or create a fixed price invoice.
Why
  • Track your team's billable hours in line with your company's billing schedule for clients.
  • Invoice clients based on actual billable hours logged for the relevant period.
  • Export invoices to your accounting software for seamless billing.
Who
  • Site admins and project admins
  • Users with the project permission:
    • Can access billing
      ⚠️ Turning this permission on automatically grants the user view time log, view other people's time, and view hourly rates project permissions. 
When
You bill for client work at the end of each month.
  • Example: Create an invoice on a client's project. Add any time entries your team tracked this month to the invoice. Add any relevant fixed expenses. Export the invoice to your linked accounting software.

Before you start

Time logs added to an invoice are automatically marked as invoiced, therefore are no longer editable.
Billable total = number of hours logged * the user's billable rate

Create an invoice

  1. Click Jump to in Teamwork.com's left navigation menu.
  2. Search for and select a project.

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  3. Switch to the Finance tab from the project's navigation menu. The Finance tab might be hidden under the More... section.
  4. Select the Billing subsection.
  5. Click + Add Invoice to open the invoice creation window.

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  6. Fill out the required fields in the Essentials tab. We've listed a detailed summary of the required fields to help you out.
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    Invoice no./ID
    The unique invoice ID or number.
    Issue Date
    The issue date to be shown on the invoice.
    Currency
    The currency to be used in the cost figures displayed on the invoice.
    Pricing
    The invoice type (which costs it is based on):

    • Price will be based on time and expenses - use if you want to include time logs and expenses from the project. We've provided steps on populating these invoices later in this article!
    • Invoice has a fixed price - use for once off invoices with a fixed price.
      • Final Price - set a figure as the invoice's total cost.
    Invoice no./ID
    The unique invoice ID or number.
    Issue Date
    The issue date to be shown on the invoice.
    Currency
    The currency to be used in the cost figures displayed on the invoice.
    Pricing
    The invoice type (which costs it is based on):

    • Price will be based on time and expenses - use if you want to include time logs and expenses from the project. We've provided steps on populating these invoices later in this article!
    • Invoice has a fixed price - use for once off invoices with a fixed price.
      • Final Price - set a figure as the invoice's total cost.
  7. Next:
    1. Stop there: Click Add Invoice.
    2. Keep going: Select the Optional tab to fill out some additional invoice details (listed below), then click Add Invoice.
      1. PO Number - enter a client purchase order number.
      2. Notes - add any notes you may need to appear on the invoice. They'll be displayed under the issue date.

The invoice is listed in the Open invoices section. Click the invoice number to view the invoice.


External invoice numbers

If third-party accounting integrations such as QuickBooks Online are turned on for your site, an additional option to use external invoice numbers is displayed at the top of the invoice creation window.

  1. Go to a project and switch to the Finance tab.
  2. Select the Billing subsection.
  3. Click + Add Invoice to open the invoice creation window.
  4. Click the relevant invoicing integration logo.
  5. Select an existing customer from the connected account to associate with the invoice.

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  6. Click Add Invoice.

A zero-value invoice is created in both Teamwork.com and the chosen accounting platform. The Teamwork.com invoice ID follows the naming format used by the integrated platform.


Add time logs and expenses to an invoice

You can add unbilled time logs and expenses to an invoice on your project.

📝 Time logs added to an invoice are automatically marked as invoiced. They cannot be edited unless removed from the invoice.

  1. Click Jump to in Teamwork.com's left navigation menu.
  2. Search for and select a project.
  3. Switch to the Finance tab from the project's navigation menu. The Finance tab might be hidden under the More... section.
  4. Go to the Billing section.
  5. Select the Unbilled Time tab.
  6. Hover over a time log, then click and hold the icon that appears to the left of the time log.
  7. Drag the time log to the Open Invoices pane on the left and drop it on the relevant invoice.

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  8. Select the Unbilled Expenses tab.
  9. Hover over an expense, then click and hold the icon that appears to the left of the expense.
  10. Drag the expense to the Open Invoices pane on the left and drop it on the invoice.
  11. Next:
    1. Stop there: No need to do anything else if you'll need to add more time logs (or expenses) to the invoice later!
    2. Keep going: Click Mark Complete to close the invoice.
       
💡 Want to add multiple time logs to an invoice? Check the box to the left of each time log or expense, then drag & drop them on the invoice. You can also click Move Items once the items are selected, then choose an invoice to add them to.

Best practices

  • Bill regularly: Create invoices in line with your company's policies around billing cadence.
  • Consolidate: Add unbilled time and expenses for related work to a single invoice.