Features
Each project belongs to one customer and carries its own billing method, so tracked hours turn into money the same way every time. Add tasks, assign your team with their hourly rates, log time, then bill hours, project expenses or part of a fixed fee from a live invoice preview laid out the way that client wants it.
What is inside
A project ties one customer to one billing method. Tasks and assigned members carry the rates that method reads, and the billable hours you log become invoice lines laid out the way that client wants them.
One customer, one method
A project belongs to one customer and bills one of four ways: Fixed Cost for Project, Based on Project Hours, Based on Task Hours or Based on Member Hours. Task hours takes its rate from each task, and Member hours from each team assignment. Because the method lives on the project, every invoice raised from it follows the same rule.
A project holds its customer, billing method, cost or rate, an optional description, your custom fields and up to three budgets. A task holds a name, an optional hourly rate and hour budget, a billable flag and an active status. Everything you need to price the work, and nothing that slows you down.
In a customer's Client workspace, an approved estimate or proposal offers Start project. The new project carries the Approved scope, and its Client and billing section keeps the agreement, the invoices raised from it and anything that Needs Attention together for that client.
Rates, access and charts
Assign team members to a project, each with an hourly rate and an optional budget. The assignment also sets access, so each person reaches only the projects they work on, within the customers their permissions cover. Under Member hours those rates price the invoice, and a line grouping several people uses an exact weighted rate.
Open a project for tabs covering the overview, tasks, time logs, expenses, invoices, estimates, notes and Profitability. The overview charts the hours logged over a period, and the Profitability tab sets invoiced revenue against labour cost (hours times each person's cost rate) and expenses to show profit and margin. Labour cost is a management figure that stays out of your books. Expenses filed against a job count toward its cost, and every invoice and estimate raised from it stays linked.
Four layouts, one transaction
Select the project, its tasks or individual time logs and click Create Invoice. A drawer opens with a live preview: bill work between the dates you choose, pick the line layout and rounding, add unbilled project expenses with an optional markup, or bill part of a fixed fee. Invoice Crowd builds the lines at the project's rate, marks each log as invoiced and opens the new invoice in the editor.
Every task carries exactly what billing needs: a name, an hourly rate, an hour budget, a billable flag and an active status. People are assigned to the project, so pricing stays clear and setup takes minutes. Once time is invoiced it locks, so the hours behind every sent bill stay exactly as billed.
For a fixed-fee project, Invoice project work bills the Remaining fee, an Amount or a Percentage of total fee, with 25%, 50% and 100% one click away and each invoice capped at what remains. The preview shows the invoice lines subtotal before tax, and Add project cost on the Expenses tab records costs ready to re-bill.
Built in
The four billing methods side by side, plus the budgets, fields and tools you use day to day.
A fixed cost on the project sets the amount. Hours are still logged for insight, while the job bills its agreed price.
Project hours applies one hourly rate to every log on the project, which suits a single blended rate for the whole team.
Task hours reads the rate from each task, so design can be billed at a different number to development on the same project.
Member hours reads the rate from each team assignment, so senior and junior time is priced apart on the same invoice.
Define a field once for the account and fill it per project: label, data type, default value, help text, mandatory and on by default.
Optional cost and revenue budgets sit on the project, with an hours budget entered as HH:MM in total, per task or per staff member.
The hours chart plots time logged over one week to twelve months, or a custom range. A retainer project also shows its monthly hours bar.
Invoiced revenue minus labour cost and expenses, shown as profit and margin for this or the previous financial year. The owner and timesheet managers see it.
Per project: all selected hours on a single line, one line per time log, one line per task, or one per task split by member.
Tasks, time logs, expenses, invoices, estimates and notes page through at 10, 25, 50 or 100 rows.
Select rows on the projects list to update status and team assignments, create invoices or delete in bulk.
Customers invited to the customer portal see their own projects and timesheets and can approve or question each week's billable hours. They see hours only, never your rates.
Questions
Yes. Invoice Crowd keeps projects, tasks, team assignments and time logs in the same account as the invoicing, so billable hours become invoice lines without exporting them to another tool. Each project is tied to one customer and one billing method (fixed, project hours, task hours or member hours) and that method decides the rate applied when tracked work is billed.
The billing method on the project decides the rate. Fixed uses a set price for the whole job and ignores hours entirely. Project hours applies one hourly rate to all logged time. Task hours takes the rate from each task, and Member hours takes it from each assigned team member, so senior and junior time can be priced apart on the same invoice.
Yes. Line-item layout is a per-project setting in Invoice Crowd with four options: all selected hours on a single line, one line per individual time log, one line per task, or one line per task split by team member. The same tracked hours can be presented as one summary figure for one client and in full detail for another.
Yes. Access follows the project assignment: a team member reaches a project only when assigned to it, and only within the customers their permissions cover. Customers invited to the customer portal see their own projects and timesheets and can approve or question each week's billable hours without seeing your rates, so the hours behind a bill are agreed before you send it.
Yes. The project's Profitability tab takes invoiced revenue, subtracts labour cost (hours logged times each person's cost rate) and the expenses filed against the project, and shows the profit and margin. Labour cost is calculated for this view only and stays out of your books, and every figure comes from the documents and expenses already recorded against the project. A separate hours chart plots logged time over one week to twelve months, or a custom range.
It locks, so the hours behind a sent invoice stay exactly as billed. A billed log can't be edited or deleted, and later invoices built from the project skip it, so the same hours are never billed twice. Logs that have not been invoiced can be edited or deleted at any time.
Yes. A retainer is a monthly recurring invoice that counts the billable hours logged on the projects you choose against the hours included each month. Unused hours carry over or expire, extra hours go on the next invoice, and retainer time is never billed twice. Retainers need a paid plan.
Yes. Invoice project work on a fixed-fee project bills the Remaining fee, a set Amount or a Percentage of total fee, with 25%, 50% and 100% as quick choices. Each invoice is capped at what remains of the fee, and the preview shows the invoice lines before tax, so progress billing stays exact from the first invoice to the last.
Yes. The AI Assistant can look up your projects and prepare time entries for confirmation. Through MCP connections, your chosen AI app can also prepare projects, tasks and time entries with the access you grant. Project rates, hours and invoicing stay together in Invoice Crowd.
Create a project, pick how it bills, assign your team with their rates, then turn this month's billable logs into an invoice.
