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Go to Clients in the sidebar and click New Client. Fill in the client's name, contact details, and billing address. Clients are required before you can create a Project or Invoice tied to them.

Go to Invoices and click New Invoice. Select a Client, set the invoice date and due date, then add line items, you can pull in logged Time Entries and Items or add them manually. Save as a Draft until you're ready to send.

Go to Time in the sidebar and click Log Time. Select a Client, Project, and Task, enter your hours, and mark whether the entry is billable. Billable time entries can be added directly to Invoices.

Go to Settings > Team and click Invite Member. Enter their email address and select their role. They'll receive an invitation email with a link to set up their account. Admins can manage invoices and settings; users can create and edit Drafts.

Open the Invoice and click Actions > Send Invoice. Review the recipient email address, choose whether to attach receipts from line items, and optionally BCC yourself. Click Send, the client will receive an email with the Invoice PDF attached.

Sent Invoices are partially locked. You can still edit receipt attachments and the subcategory on line items, but amounts, rates, descriptions, and dates are locked. Paid Invoices are fully locked except for internal notes.

Open the Invoice and click Actions > Mark as Paid. This is a manual action available to admins. If your client pays via the Pay Now link, the Invoice status updates to Paid automatically.

Open the Invoice and click Actions > Download PDF. The PDF is generated from your current invoice data and includes your company logo, address, license/credential numbers if set, and a PAID watermark if applicable.

Open the Invoice and click the paperclip icon on any line item. In the slide-out panel, upload the receipt file. When sending the Invoice, the send modal will let you choose which receipts to include as additional pages in the PDF.

Receipts for Goods items are for your internal records only and are never included in client-facing PDFs. This protects cost confidentiality, the actual purchase price is not shown to your client.

Track and Invoice can automatically follow up with clients on unpaid invoices. Reminders go out three days before an invoice's due date, on the due date, seven days after it becomes overdue, and again at fourteen days overdue, and each one is a friendly note with a direct link for your client to pay online rather than anything that feels pushy or escalating. Reminders stop automatically the moment an invoice is paid, so a client will never receive a reminder for something they have already settled. You can turn reminders on or off by default for your account in Settings, and you can also adjust which reminder stages apply to any individual invoice before you send it.

If you bill a client the same flat amount on a regular schedule, such as a monthly retainer, a subscription, or a recurring service fee, you can set up a recurring invoice once and Track and Invoice will generate a new invoice for you automatically every cycle from then on. To set one up, go to the Invoices section, open the Recurring tab, and choose New recurring invoice, then pick the client, add your line items, and choose how often the invoice should repeat and when it should start. You can also turn any existing invoice into a recurring series by opening it and choosing Make Recurring from its Actions menu. Each generated invoice is saved as a draft by default so you can review it before it goes out, or you can turn on Auto-send for a series if you would rather it go out to your client automatically every time. You can pause a series at any point to stop it temporarily and resume it later, or end it for good, and ending a series never deletes any invoices it already created. Recurring invoices work best for flat-fee billing, so if what you charge changes based on hours worked each period, you will want to create those invoices manually so you can bill exactly what was tracked.

Time Entries are for logging billable or non-billable hours against a Client, Project, and Task. Items cover everything else, Goods you've purchased or supplied, Reimbursable Purchases, Expenses, and Professional Services billed at a flat rate rather than hourly.

Track and Invoice has four Item categories: Professional Services (flat-rate services), Goods (products or materials you supply), Reimbursable Purchases (costs you've paid that you're passing on to the client), and Expenses (business costs not directly billed to a client). Each flows into its own section on the Invoice.

The Catalog is a library of your commonly used products and services. Save an Item to the Catalog and you can quickly pull it into future Invoices without re-entering the details. Click any Catalog row to edit it.

Subcategories let you tag Items and Time Entries with more specific labels for reporting. The available subcategories are based on your industry setting in Settings > Company. They do not appear on the client-facing Invoice, they are for your internal Reports only.

Go to Settings > Payments and click Connect with Stripe. You'll be guided through Stripe's Express onboarding to connect your bank account. Once connected, your Invoices will include a Pay Now link and clients can pay by card or ACH bank transfer.

For ACH bank transfers: 1% with a $10 cap. For credit/debit card payments on the Starter plan: 3.5% with no cap. These fees are charged per transaction by Stripe. You can choose in Settings > Payments whether to absorb the card fee or pass it through to your client.

When a client pays via the Pay Now link, the Invoice status updates to Paid automatically. You will also receive a confirmation email. You can also manually mark any Invoice as Paid from the Actions menu.

Yes. When Stripe is connected, clients can choose between card and ACH bank transfer on the payment page. ACH transfers typically take 2-5 business days to settle.

Go to Settings > Company and scroll to the Company Logo section. Click to upload an image file (max 5MB). Your logo will appear on all Invoice PDFs and the in-app Invoice view.

Go to Settings > Company and scroll to the License & Credentials section. Click Add License or Credential and enter the label (e.g. License #, NPI #, Bar #) and the number. You can add multiple entries. They will appear below your company address on all Invoice PDFs.

Go to Settings > Invoices & Quotes and find the Invoice Layout choices. Choose the layout that best suits your business. The layout affects both the in-app Invoice view and the generated PDF.

Go to Settings > Company and find the Payment Terms field. Set your default (e.g. Net 30). This will pre-fill on all new Invoices, though you can override it per Invoice.

Admins can send Invoices, mark them as sent or paid, configure Stripe payments, and manage Settings. Users can create and edit Draft Invoices, log time, and add Items, but cannot send Invoices or change company settings.

Reports are grouped into four areas: Profitability (item sales, project margins, P&L), Billing (invoice aging, revenue by client, payments collected), Time (billable vs non-billable hours, time by client/project/task), and Tax (sales tax by location, reimbursable summary).

Reports populate from your Time Entries, Items, and Invoices. If you have not yet logged any activity, Reports will be empty. Once you have data, use the date range and filter controls to narrow the view.

The Subtotal is the total of all line items before tax. The Taxable Subtotal is only the portion of line items that have been marked as taxable. Tax is calculated on the Taxable Subtotal only.