Step-by-step guide
How to track billable hours and send PDF invoices
Learn how to accurately track billable hours in kliendo and generate professional PDF invoices, ensuring timely and transparent client billing.
Effective time tracking and accurate invoicing are fundamental to the financial health of any freelance business. They provide transparency to your clients and ensure you are compensated fairly for your work. Without a reliable system, tracking hours can become cumbersome, leading to lost revenue or billing disputes.
kliendo simplifies this process by integrating time tracking directly into your task management workflow. This guide outlines how to leverage kliendo's features to precisely log your billable time for each client and project, then seamlessly convert that tracked time into professional PDF invoices, streamlining your entire billing cycle.
Before you start
- A kliendo account with active projects and tasks
- Client rates configured in kliendo
- At least one client added to kliendo
- Tasks assigned to a client and project
Set up client rates
Before you begin tracking time, ensure your client-specific rates are accurately entered into kliendo. Navigate to the 'Clients' section, select the relevant client, and then access their rate settings. You can define a default hourly rate for the client or set different rates for specific projects or task types if your agreements vary. This foundational step ensures that all time tracked will automatically calculate the correct billable amount.
Consistent client rate management is crucial for accurate billing and maintaining clear financial expectations. This also helps in understanding your profitability per client. For a broader view on managing client relationships effectively, refer to Client management for freelancers: the essentials and How to manage multiple clients as a freelancer.
Track time on tasks
Within kliendo, every task has an integrated time tracker. When you start working on a task, simply click the 'Start Timer' button associated with it. The timer will run in the background, continuously logging your billable time. If you switch tasks or take a break, pause the current timer and start another. You can also manually add time entries for tasks if you forget to use the timer or need to adjust a session.
Accurate time tracking is paramount for fair compensation and effective project management. It provides data for future project estimations and helps identify time-consuming areas. Explore more on task management with What to look for in a freelance task tracker and Task statuses that work for freelancers.
Review and edit time entries
Regularly review your recorded time entries to ensure their accuracy before generating an invoice. kliendo allows you to access a detailed log of all tracked time under the 'Time Tracking' section. Here, you can filter by client, project, or date range. You can edit individual time entries, correcting start/end times, adding descriptions, or marking them as billable/non-billable. This review process prevents billing errors and provides a clear audit trail for your clients.
Maintaining precise time records is a professional standard that builds client trust. If a discrepancy arises, having detailed, editable records allows for quick resolution. This discipline is part of a larger system for financial stability; consider reading How to get paid on time as a freelancer for more insights.
Generate a PDF invoice
Once you've confirmed all time entries for a billing period, navigate to the 'Invoicing' section. Select the client and the desired date range for the invoice. kliendo will automatically compile all billable time entries, applying the pre-set client rates, and generate a draft invoice. You will see a summary of hours, rates, and the total amount due. Ensure all details, including any fixed-rate items or expenses, are included.
This automated generation saves significant administrative time, allowing you to focus on client work. The professional appearance of kliendo's invoices reinforces your brand's credibility. For comprehensive advice on financial management, refer to The core systems every freelance business needs.
Customize and finalize invoice details
Before sending, review the draft invoice thoroughly. kliendo provides options to customize the invoice with your branding, add specific line items (e.g., fixed fees, expenses, retainers), and include important notes or payment terms. You can also apply discounts or adjust taxes if applicable. Double-check client details, invoice number, and due dates. Ensure the invoice reflects your agreed-upon terms with the client.
A clear, detailed invoice minimizes client queries and speeds up payment processing. Customizing it to match your professional brand enhances client perception. Effective client communication, including clear invoicing, is essential; review Client communication tips for freelancers for related advice.
Send the invoice
After final customization, kliendo allows you to directly send the PDF invoice to your client via email. The platform automatically attaches the generated PDF. You can also download the invoice for your records or to send through an alternative channel. kliendo tracks the invoice status, helping you monitor whether it has been sent, viewed, or paid. This streamlined process ensures timely delivery and efficient follow-up.
Prompt and professional invoice delivery is a key component of maintaining a healthy cash flow. Regular monitoring of invoice status helps you stay on top of your accounts receivable. For additional strategies on ensuring prompt payment, consider How to get paid on time as a freelancer.
Practical example
Scenario: Freelance writer's monthly billing
A freelance writer uses kliendo for a content marketing agency client. Throughout July, the writer tracked time on various tasks, such as 'Draft blog post: AI in Marketing' (3 hours), 'Client feedback revisions: Website copy' (1.5 hours), and 'Keyword research for Q3' (2 hours). The client's rate is set at $75/hour in kliendo. At the end of the month, the writer navigates to the 'Invoicing' section, selects the client, and sets the date range for July.
kliendo automatically aggregates all tracked time (6.5 hours), calculates the total billable amount ($487.50), and generates a PDF invoice. The writer adds a line item for a fixed-fee retainer for editorial oversight ($200), reviews the final document, and sends it directly from kliendo to the client. The invoice clearly itemizes the services, hours, and total due, ensuring transparency and efficient payment.
Common issues and fixes
Forgot to start the timer for a task
Manually add the time entry to the specific task retrospectively. Navigate to the task, or the 'Time Tracking' section, and use the 'Add Time' function to input the start and end times, or the total duration.
Incorrect client rate applied to an invoice
Before generating the invoice, go to the 'Clients' section, select the client, and adjust their hourly rate. If the invoice is already generated, edit the draft invoice directly to override the rate for specific line items or regenerate it after correcting the client's default rate.
Invoice doesn't include all billable activities
Verify that all relevant tasks for the billing period are marked as billable and have tracked time associated with them. Check the date range used for invoice generation against the actual period of work. Edit individual time entries or tasks as needed, then regenerate the invoice.
Client disputes hours logged on an invoice
Access the detailed time log for the specific client and project in kliendo. Review the descriptions for each time entry. Share this detailed breakdown with the client, explaining the work performed during each tracked segment. Clear documentation helps resolve disputes efficiently.
What success looks like
- Receive prompt payments from clients
- Maintain clear and transparent billing records
- Accurately account for all billable work
- Reduce administrative time spent on invoicing
- Improve client trust through detailed invoices
Frequently asked questions
- Can I track non-billable time in kliendo?
- Yes, kliendo allows you to mark time entries as either billable or non-billable. This distinction helps you track all your working hours without including non-billable administrative tasks on client invoices.
- What if I have different rates for the same client on different projects?
- kliendo supports setting project-specific rates for a client. When configuring client rates, you can define a default rate, and then override it for individual projects or even specific task types under that client.
- Can I include fixed-price items or expenses on an hourly invoice?
- Absolutely. When generating or editing an invoice in kliendo, you can manually add additional line items for fixed-price services, expenses, retainers, or any other charges that are not based on hourly tracking.
- Does kliendo store my invoices?
- Yes, kliendo maintains a history of all generated and sent invoices. You can access them anytime from the 'Invoicing' section for review, resending, or downloading. This creates a complete record of your billing activities.
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