Turn approved billable time into an invoice draft

A list of hours becomes a useful invoice when you can trace each billed line back to the work it represents. Klaq's Tracker-to-Invoice workflow preserves that connection while you review the document before issuing it.

The short version

This import requires Pro and an owner or administrator. Select completed, billable, approved entries that have not already been reserved or billed. Check the customer and currency, create the draft, then review and finalize it separately.

Review the entries before approval

Confirm the project, task, description, dates, duration, and billable status. A running timer is not a completed entry, and an unapproved entry is not ready for this import.

Make corrections while the entry is still eligible for editing. Approval changes what ordinary editing actions are available, so it should represent a real review rather than a shortcut around unfinished records.

Match the customer and currency

Choose the customer you are invoicing. If a selected project has a customer assigned, it must match the chosen invoice customer.

The invoice currency must also match the selected projects. Klaq does not silently convert hours recorded under one project currency into a differently denominated invoice.

Provide the hourly-rate line for each entry being imported. The workflow derives the line quantity from the selected recorded time.

Check the rounding policy

Free workspaces use exact time. Pro supports configured rounding for the applicable report and invoice calculation workflow.

Rounding does not rewrite the stored start and end timestamps. Review the effective quantity and rate before creating the draft, especially if your workspace uses a rounding interval. An entry that rounds to zero cannot simply be included as a normal imported billing line.

Understand the reservation

Creating the draft reserves the selected entries so they cannot be billed again in another draft. Imported drafts are fixed to keep that connection traceable.

If the selection was wrong, delete the draft through the available workflow to release its reservations and prepare the correct import. Issued or void documents retain their time allocations; voiding is not a way to make the same hours available for billing again.

Finalize when the document is ready

The import creates a draft. It does not issue the invoice, send an email, or collect payment. Review the resulting customer, currency, dates, descriptions, quantities, rates, and total before finalization.

Common questions

Why is an entry missing from approved available time?

Check whether it is completed, billable, approved, and not already allocated to a draft or issued document.

Can an ordinary member approve time and create the invoice?

This financial review workflow is restricted to owners and administrators.

Review manual time corrections before importing, then use the invoice checklist.