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.

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. Open the relevant project
  2. Select the Finance tab in the project's navigation menu.
  3. Switch to the Invoices tab.
  4. Click Add Invoice to open the invoice creation window. 
  5. Fill out the required fields, explained below:
    Invoice number
    		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. 
    • Invoice has a fixed price: Use for one-off invoices with a fixed price.
      • Final Price: Set a figure as the invoice's total cost.

    project finance tab with the add invoice dialog open
  6. Next:
    1. Stop there: Click Add Invoice.
    2. Keep going: Select the Advanced options 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 invoice library. 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 Invoices tab.
  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.
    Image Placeholder
     
  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. Open the relevant project.
  2. Switch to the Finance tab from the project's navigation menu. T
  3. Go to the Invoices section.
  4. Click the desired invoice.
  5. Click Add expense or Add unbilled time in the top right corner.
  6. Hover over the unbilled time or unbilled expense, then click the plus (+) on the right and select Add to invoice.
  7. To add items in bulk, select the checkbox beside each relevant unbilled time log or unbilled expense, then click Add items to invoice.

Another way to view eligible time and expenses
In the Finance tab, navigate to the Time or Expenses section. In the list of unbilled items, click the three dots on the right and select Add to invoice to add items one by one. Use the checkboxes beside each item to select multiple, then click Add to invoice.

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.