Read hours and minutes correctly
In Time, you can describe a duration such as 1h 30m. For an invoice, 1 hour 30 minutes is 1.50 hours, not 1.30. Convert minutes by dividing them by 60.
For example, 4 hours 30 minutes at $120 per hour is 4.50 × $120 = $540 before tax. Invoice hours use two decimal places. BillGrid does not automatically round work up to a 6-, 10- or 15-minute billing increment. Check any agreed minimum charge separately when reviewing the draft.
Why an entry keeps its old rate
For new hourly work, a person's project rate takes priority over their Staff rate, which takes priority over the project's default rate. BillGrid uses the applicable rate for the work date and currency.
Each hourly time entry keeps the rate saved with it. Changing a project's default rate later does not reprice earlier work. This protects the price recorded for work already done.
In Time > Invoice time, check entries marked No rate. Choose Set rate or Edit rate and then Update. This changes the entry's saved rate, not the project default. A zero rate is allowed, but a missing rate needs attention before that entry can be invoiced. Use Undo if the change was a mistake.
In the invoice preview, editing a line's rate updates the selected entries represented by that line. Different saved rates stay on separate lines when you group work by project and rate.
Billable does not mean invoiced or paid
- Unbilled: billable hourly time still available to select for an invoice.
- Non-billable: recorded work you have marked as not chargeable.
- Closed: time set aside from future invoicing, with its hours and billable classification preserved.
Time linked to an invoice cannot be selected for another invoice. That link does not tell you whether the client has paid: check the invoice's payment status separately. To keep work without charging for it, close the time or mark it non-billable.
Before you create the draft
- Choose one client and currency, and check the cutoff date and any future-time notices.
- Check the selected hours, descriptions, billable status and saved rates.
- Choose By project and rate or One line per entry, then review the total.
- Choose Create draft. Open the invoice to review taxes, payment terms and the due date before sending.
The selection is for hourly time. Fixed-fee milestones and retainer charges follow their project billing workflow. See the illustrated invoice walkthrough for the screens and available actions.
Planning a new price? The hourly-rate guide explains costs, billable capacity and profit margin before you agree a rate with the client.