From billable hours to an accurate client invoice

Import existing time entries

If your team already tracks time in a spreadsheet or another tool, bring those records into Aeglio before reviewing the billing period. Prepare a CSV or Excel file using the column headings from an Aeglio time export; keep those headings unchanged in either language.

Open the Import page, upload the file, confirm Time as the import type and start the import. Leave ID empty for new entries; use an existing Aeglio entry ID only when you intend to update that entry, not an ID from another system.

• Match user, project and task names to existing records in your team. Include a useful work description so the reviewer can understand each entry.
• Provide start and end timestamps, for example 2026-10-01 09:00:00 and 2026-10-01 10:30:00. End must be after start. Times without an explicit time zone are interpreted in the named user’s time zone; a duration alone is not enough.
• Check the imported entries and any reported row errors before invoicing. Some rows can succeed while others fail: correct only the failed rows for a retry, since uploading successful rows again without IDs can create duplicates. Then review billable status, rates and the billing period below.

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.