From recorded hours to a clear invoice.

1. Record each piece of work

Keep the date, case or client reference, activity and time together. Record work while you remember it. A calendar reminder or note may help you check your records, but it should not become an invented time entry.

2. Review the billing agreement

Confirm which activities are billable, the applicable rates, any minimums or rounding rules, and the billing period. Different activities can have different rates. Do not apply a generic rounding rule just because it appears in a template.

3. Convert minutes carefully

Decimal hours = hours + minutes ÷ 60. A 15-minute call is 0.25 hours. One hour and 45 minutes is 1.75 hours, not 1.45 hours. Keep enough precision for your calculation and follow the rounding terms you agreed.

4. Calculate each line

For hourly work, the line amount is billable hours multiplied by the agreed hourly rate. In this fictional example, 2.5 hours of records review at $150 per hour is $375. A 45-minute call at the same rate is $112.50. Together they total 3.25 hours and $487.50.

Check an hours-and-minutes calculation →

5. Check the invoice details

• Your business name and contact details
• Invoice number and invoice date
• The correct billable party and billing address
• A case reference where appropriate
• Dates, descriptions, hours, rates and line amounts
• Any agreed credits, expenses or other charges
• The total, payment instructions and agreed due date

6. Review and send once

Compare the draft with your timesheet. Check that the same entry has not already been billed. After sending, record the invoice status and follow up according to your agreed terms.

Keep the timesheet and invoice connected

In Billable, you log time against a client and activity. Quick Invoice groups unbilled hours by client, so you can review the invoice instead of recreating it in another document.

Prefer to begin in a spreadsheet? Download the blank template.

Common questions