Invoicing
From billable hours to an accurate client invoice
Accurate invoicing starts before the invoice editor. The team needs consistent time records, clear billing rules and one reviewed cut-off period.
The short answer
Review billable time by project, task and date before creating the invoice. Resolve missing descriptions, rates and non-billable work first. Then create the invoice from the reviewed project and period so the source context is carried forward instead of typed again.
Make the source records invoice-ready
A time entry should identify the project, task, person, date, duration and useful work description. The project or task also needs a billable rule and rate. Missing context is cheaper to fix while the work is recent than during month-end invoicing.
- Separate billable and non-billable work.
- Check that the intended rate is active on the project, task or member.
- Review credits, fixed fees and project expenses separately from time.
Choose one explicit billing period
A clear start and end date prevents previously invoiced work from being repeated and new work from being pulled in accidentally. The value shown as ready to invoice should update with the same period used by the invoice action.
Keep the unfiltered project action simple: it should select the client and project, not silently invent a date range.
Example: turn reviewed work into a transparent invoice
Suppose 46 hours were recorded in July. Four internal hours are non-billable, leaving 42 billable hours at €85, or €3,570. A €240 approved project expense is also chargeable. The reviewed invoice basis is €3,810 before tax.
The invoice can summarize by task or use a suitable service row, but the source period and records should remain traceable internally.
How Aeglio carries the context forward
Aeglio calculates work ready to invoice from uninvoiced billable time, eligible expenses and supported fixed-fee value. Opening the invoice from that reviewed block carries the project and selected date range. The client is selected from the project and the source records remain connected.
After delivery, the same invoice status labels appear in invoice lists and project views. Payments, reminders and bank matching continue the workflow without changing the original time entries.
Frequently asked questions
- Should every recorded hour be invoiced?
- No. Internal work, rework or contractually included activities can remain non-billable while still counting toward delivery effort.
- Can an invoice include project expenses?
- Yes, when the expense is connected to the project and is configured as eligible for invoicing. Review it before sending.
- Why create from a date range?
- It gives the reviewer a stable cut-off and reduces accidental omissions or duplicate billing.