🔓 Required permissions
Team permissions : Manage invoices, View billable rates
Project permissions : Manage invoices
Reading time | 4 min |
Setup length | 5 min |
Steps | 3 |
I) Define billable rates for your collaborators
Click here to view a guide on how to calculate billable rates for your collaborators.
Click here to learn how to create, manage, and assign roles to your collaborators.
Click here to define time tracking in days (or hours), either at the account level or at the project level.
II) Approve timesheets on the project
⚠️ Only approved timesheets can be invoiced using a time-based invoice.
On a project, all time entries logged by collaborators are billable, regardless of their type: work, administrative tasks, meetings, etc.
📝 “Work” time
Although we recommend making the selection of a project phase mandatory when logging time, it is still possible to invoice time with or without an associated phase.
To view all logged and approved time entries on a project, across all collaborators, go to : Project > More > Work logs
💡 If you do not use time tracking in OOTI but still want to invoice time spent, you can create “time” annexe, add a description, and define an amount.
The annexe will then appear as a billing item on your production invoice.
III) Create a time-based invoice
⚠️ A “time” invoice can only be used to bill time.
If you need to invoice both time and an appendix or a phase, you will need to create two separate invoices:
– a time-based invoice
– a production invoice
From the global menu Invoices > Invoices, or directly from Project > Billing > Invoices, click on + Invoice.
Select the “Time” invoice type, then enter a start date and an end date for the time period.
👉 All project timesheets logged during the selected period will automatically be added to the invoice.
As long as the time-based invoice is in Draft status, you can customize each billing line in the “Items” tab by adding a title and a description.
For hours not linked to a phase, the item title defaults to the collaborator’s role.
This title can of course be edited, allowing you to adapt the invoice to your billing logic or to your client’s expectations.
If needed, you can adjust all underlined fields on the invoice:
– the quantity of hours or days billed
– the applied billable rate
You can also manually add billing items by clicking on “+ Item”. Simply enter the role, phase, quantity, and rate to apply.
Once the invoice is ready, you can validate and send it.
💡 By default, time-based invoices are not included in invoicing schedules.
You can choose to include them by enabling the module in Settings > Modules > Invoicing :
🎉 Congratulations! You now know how to invoice time in OOTI.