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Time tracking that ends in an invoice, not a spreadsheet

Invoice Crowd's time tracking puts a stopwatch in the app header on every page: log hours against a project task and mark them billable or not. When it is time to bill, select the logs and Invoice Crowd writes the invoice lines at the rate the project's billing method sets.

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  • Timer on every page
  • Billable and non-billable hours
  • Logs become invoice lines
The Timesheet in Invoice Crowd with a timer running in the header, time logs by project, task and team member with Unbilled, Invoiced and Non-Billable status

What is inside

Start the clock, price the hours, send the bill

Every hour in Invoice Crowd follows one path: recorded against a project task, priced by the project's billing method, and carried onto an invoice line when you bill it.

Getting the hours down

Timer, entry or grid

The Invoice Crowd header timer running on a project and task, with its Pause and Stop and Log buttons

A timer in the header, on every page

The timer is a stopwatch icon anchored in the app header, so you can start tracking from the invoice editor or the dashboard without opening the projects screen. Pick the project, task and team member, set the time billable or not, add a note, and start. A live HH:MM:SS chip runs in the header, and pausing banks the time so far without ending the log. If you step away for ten minutes or more, the timer asks whether to keep the time, remove the idle part or stop at the time you left, and a forgotten timer stops automatically.

  • One running timer per person, across business profiles
  • Stopping rounds to the nearest minute, 30 seconds up
  • A paused timer cannot be resumed the next day
The Weekly Time Log in Invoice Crowd for filling a whole week at once: a row per project and task with hours for each day

Type in the hour you forgot, or the whole week

Not every hour gets a timer. The + menu on Projects and Timesheet takes a single Log Time entry with a date, project, task, team member and a duration in HH:MM, and a Weekly Log grid with a row per project and task and a cell for each day, so Friday afternoon can cover the whole week. Every log carries a billable flag.

  • A stopped timer behaves like an entry you typed
  • Every log names one project, one task and one member
  • Edit, delete, filter and bill them all the same way

Pricing the hours

Four billing methods

Invoice Crowd timesheet entries priced by the project billing method, with the rate taken from the task or the member on each log

The project's billing method sets the rate

A project is tied to one customer and one billing method, both chosen when the project is created, so the rate question is settled once rather than on every invoice. Fixed prices the whole job. Project Hours, Task Hours and Member Hours price by the hour, taking the rate from the project, the task, or the member selected on the log. Money is seconds divided by 3,600 times that rate.

  • Under Member Hours the rate follows the selected member
  • Round each entry on the invoice; logged minutes never change
  • A grouped line spanning several people uses a weighted rate
Invoice Crowd timesheet with Unbilled, Invoiced and Non-Billable entries, where only billable time can be put on an invoice

Billable and non-billable both stay on the record

Every log carries a billable flag, and only billable logs are ever carried onto an invoice. Non-billable hours are still recorded and still show in the timesheet and on the project's time logs, so internal work, rework and admin stay visible to you without ever reaching a client's bill. Budgets sit beside the rates, on the project and on each assigned member.

  • Cost, revenue and hours budgets, hours in HH:MM
  • Budget in total, per task or per member
  • Each assigned member carries a rate and an optional budget

Sending the bill

Selected logs, one invoice

Turning logged time into an invoice in Invoice Crowd: unbilled time logs on the timesheet, the invoice line layout, and the draft invoice created

Select the logs and create the invoice

Select the projects or the individual logs you want to bill, or use Invoice These on the Timesheet, and Create Invoice opens a live preview: bill time up to a date, pick the layout and rounding, and add project expenses with a markup or part of a fixed fee. Invoice Crowd then writes the lines at the rate the billing method sets, marks each log invoiced, links it back and opens the invoice in the normal editor. Only billable logs not yet invoiced are used, and only approved time when the project requires approval.

  • Everything selected must belong to one customer
  • A fixed fee can be billed in parts
  • One transaction, and a repeat submission returns the same invoice
The Project Hours chart on an Invoice Crowd project with billable and unbilled hours by day, next to the project profitability summary

The hours stay visible after the invoice goes out

Every log lands in the Timesheet list and on the project's own time-logs tab, both filterable and paginated on the server at ten rows a page. The project detail charts those hours, and its Profitability tab sets invoiced revenue against labour cost and the expenses charged to the job. An invoice raised from tracked time is an ordinary invoice and sits in your books with the rest.

  • Profit and margin per project, by financial year
  • Tasks, expenses, invoices, estimates and notes on the same project
  • Clients can approve or question weekly hours in the portal

Built in

The rest of the timesheet

The pricing choices behind each invoice line, and the boundaries worth knowing before you hand the timer to a team.

  • Fixed price

    Fixed sets one agreed cost on the project, so the hours you log are recorded and still visible but do not change the amount.

  • Project Hours

    Project Hours takes one rate per hour from the project itself, a single blended rate that applies to everyone logging time on it.

  • Task Hours

    Task Hours reads the rate per hour from each task, so design can be billed at a different number to development.

  • Member Hours

    Member Hours prices each line from the hourly rate on the assigned team member, keeping senior and junior time apart on the same task.

  • Four line layouts

    One line for all the hours, a line per log, a line per task, or task split by member. The layout is set per project, and the invoice preview can change it for one invoice, round each entry and re-bill project expenses.

  • Hours chart ranges

    The project's hours chart covers one week, one month, three, six or twelve months, or a custom range you set yourself.

  • Locked once billed

    A log that has been billed cannot be edited or deleted, and a later conversion skips it. Deleting an unbilled log is permanent, with no recycle bin. Time a retainer counts is never billed again either.

  • Week view and approvals

    Fill in a week on the grid, submit it for approval, and check each person's hours against capacity on the Utilisation view.

  • Tasks are flat

    Each task keeps the name, hourly rate, hour budget, billable status and active state needed to price and invoice project work clearly.

  • Privacy-friendly time tracking

    Track the time needed for client billing without screenshots or GPS monitoring. Idle detection only asks the person running the timer what to do with time they were away.

  • Who can track time

    A team member only sees the projects they are assigned to, and the timer is hidden for customer-portal and vendor-portal users.

  • Estimates from a project

    Creating an estimate from a project links the project and customer, but it does not build lines from your logs or mark them invoiced.

Questions

Time Tracking, answered

Does Invoice Crowd have a timer, and does it work on every page?

Yes. The timer sits in the Invoice Crowd app header as a stopwatch icon and is available on every page, so tracking can be started from the invoice editor or the dashboard without opening the projects screen. Choose the project, task and team member, set the time billable or not, add a note, and the header shows a live HH:MM:SS chip with pause and stop beside it; Stop & Log saves the entry. One timer runs at a time per person, and stopping it rounds the total to the nearest minute. After ten idle minutes the timer asks what to do with that time, and a forgotten timer stops automatically.

Can time be logged in Invoice Crowd without using the timer?

Yes. Invoice Crowd takes a single manual entry from the + menu on Projects or Timesheet, with a date, project, task, team member and a duration in HH:MM, and it takes a weekly grid with a row per project and task and a cell per day, so a whole week can be filled in at once. Manual entries and timer entries produce the same record and bill the same way. Manual entries are not checked for overlap, so two entries covering the same hour will both save.

How do tracked hours become an invoice?

Select the projects or time logs to bill, or use Invoice These on the Timesheet, then Create Invoice. A preview drawer lets you bill time up to a date, choose the line layout and rounding, add unbilled project expenses with an optional markup, and bill all or part of a fixed fee. Invoice Crowd then builds the lines at the rate the project's billing method sets, marks each log as invoiced and opens the invoice in the normal invoice editor. Only billable logs that have not been invoiced are used, and everything selected must belong to one customer.

Can billable and non-billable time be separated?

Yes. Every time log in Invoice Crowd carries a billable flag. Non-billable hours are still recorded and still appear in the timesheet and on the project's time logs, so internal work and rework stay visible, but they are never carried onto a client invoice. Only billable logs are consumed when tracked time is converted into an invoice.

Can each team member have their own hourly rate?

Yes. Team members are assigned to a project individually, each with an hourly rate, and the Member Hours billing method prices invoice lines from the rate of the member selected on the log. Amounts are calculated as seconds divided by 3,600 multiplied by that rate, with rounding applied only to the final money figure. A grouped line covering several people uses an exact weighted rate.

Can time that has already been invoiced be edited or deleted?

No. Once a time log in Invoice Crowd has been converted into an invoice it is locked: edits are refused, deletion is refused, and a later conversion will not pick it up again, so the hours behind a sent bill cannot change underneath it. Logs that have not been invoiced can be edited or deleted at any point, though deletion is permanent and there is no recycle bin for time logs.

Does Invoice Crowd time tracking replace a project management tool?

No. Tasks in Invoice Crowd are flat records: a name, an hourly rate, an hour budget, a billable flag and an active or inactive status. There are no subtasks, dependencies, due dates, per-task assignees, Gantt charts or kanban boards, and no screenshot capture or GPS tracking; idle detection only asks the person running the timer what to do with time away. The purpose is to price and bill work accurately rather than to plan or monitor it.

Can team members submit timesheets for approval?

Yes. Team members fill in their week on the Timesheet's Week view and submit it, and the owner or a timesheet manager approves it or sends it back from Approvals. When a project requires approval, only approved time can be invoiced. Timesheets need a paid plan.

Can clients approve the hours before I bill them?

Yes. In the customer portal, a client with access to the project can approve or question each week's billable hours. They see hours only, never your rates. You get a bell notification, and the invoice preview shows which weeks the client approved.

Put this week's hours on an invoice

Start the timer from any page in Invoice Crowd, mark the time billable against a project task, then select the logs and create the invoice.

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  • Your data stays yours
  • Cancel anytime
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