Turn your tracked time into professional invoices that you can send to clients or sync with your accounting software.
This process gives you control over which time entries to include and how they appear on your invoices.
Requirements
To create invoices, you'll need the 'Manage Invoices' permission. If you can't see the Invoices tab on your MinuteDock screen when logged in, you may need to get your account admin to adjust your user permissions.
Create a New Invoice
Navigate to the Invoices screen from your main MinuteDock screen
Click on the relevant Contact under the Ready to Invoice section to start an invoice against that Contact
If you want to start an invoice against a Contact without ready to invoice time, use the New Invoice button instead, and search for the Contact you want to invoice
💡 Tip: Using the 'Up to' or 'Pick a Date' options in the Ready to Invoice section will start your invoice with all-time entries up to the chosen date automatically included.
Choose Which Time to Invoice
Select which time entries you want to include in your invoice. You can choose from 'All uninvoiced time', 'Custom Invoice', or select from pre-made options based on your recent Time Entries - for example, it may show one of your projects or last months' time.
If you choose a pre-made entry, all the time entries for that selection will be included. For more control over what gets included, select 'Custom Invoice' to choose time entries individually.
Filter time entries with custom invoicing
Custom invoicing gives you detailed control over which time entries to include. The filters will let you quickly select time entries to include in the invoice.
Pick the timeframe of entries you want to bill for: select to include time from this week, last week, this month, last month, all uninvoiced, or enter specific dates
User: Pick to only include Time Entries recorded by specific team members in the invoice
Project/Task: choose to include only time under a given Project, Task, or combination thereof to include in the invoice
Options: You can choose to include non-billable time in the invoice under this filter
Use the tick box next to a given Time Entry to remove it from being included in the invoice.
Any time under the Contact which you don't include in this invoice will still be available to add to another invoice later.
Once you are happy with the time you have chosen to include in the invoice, click Next Step.
What to do When Time Entries Aren't Showing up for Invoicing (But You Think They Should be!)
If you can’t find a specific entry when it’s time to create an Invoice, there are a few things that may have caused it.
The first is that you may have accidentally tracked it as unbillable time. Try checking the Contact, Project, Tasks and User associated with the time entry to see if they are checked as unbillable or have an hourly rate set to 0.00/hr.
Another is that you may have already invoiced it. Head to the Report tab and see if you can locate it there.
If you are still having trouble locating missing entries, email support@minutedock.com for further help.
Format Your Invoice Line Items
Customize how your time entries appear on the invoice by grouping, formatting, and organizing your line items. You can also merge entries or create additional line items as needed.
Format Line Descriptions
Control what information appears in each line-item description.
You can format line items to include the date, user, task name, task description, project, project description, and entry description -
Click a formatting option you want to include to add it to the description of your line items. Click it again to disable that selection.
You can also edit descriptions manually by clicking and typing directly in the description box.
Group Line Items
Group time entries together based on categories like task, project, user, description, day, or week.
For example, grouping by User creates one line item per user (per charge rate) showing their total time.
Use the Grouping options to quickly merge/summarize invoice lines.
⚡ Important: MinuteDock remembers these formatting and grouping settings for each contact, saving you time on future invoices.
Merge or Create Custom Line Items
Merge multiple entries into single line items or create entirely new line items for additional charges.
To manually merge lines:
Click the tick box next to each line you want to merge. You can select any number of lines.
Then, Click the Merge button at the top of your line items. Your selected lines will merge into one summarized line.
When merging entries with different rates, the total combined Amount and Hrs/Qty columns will be used for the new line item. The Rate column will be the be adjusted to an average of the combined lines.
To create a new custom line:
Click Create at the top of your line items.
A blank line item will appear at the bottom of your invoice. Fill in the fields as you need them.
You can click and drag your line items to adjust the placement of your custom line in the invoice.
💡 Tip: You can create custom lines for your fixed item/non time charges or even create a line with a negative charge to apply a discount.
When you are happy with the content of your invoice, click Next Step.
Send Your Invoice
Use this final step to double check your invoice details and choose how to deliver it to your client.
Set the invoice number, currency, invoice date, and due date.
Check 'Automatic' for the invoice number to let your connected accounting software assign it automatically.
If you are unhappy with the content of the invoice and need to make more adjustments, you can click Previous Step at the bottom of the page to go back and edit more.
To send your Invoice:
Click the Send by Email or Send to X button at the bottom right of the screen.
If using the inbuilt Send by Email, you can write out an accompanying message and select to send yourself a copy of the invoice before issuing it.
If you have not set up an accounting integration, you will see Send by Email as your default choice.
If you have set up an integration, the default will be to Send to your chosen integration.
✅ Success! Invoices synced to your accounting software will appear there as draft invoices, ready to send, maintaining consistency between your time tracking and billing systems.
Invoices Sent by Email will go directly to your Contact in an email from MinuteDock as an attachment.
You can also use the dropdown menu on the Send button to choose to Confirm Without Sending. This will create an invoice in MinuteDock without sending to the Contact or pushing into your accounting integration.
This can be useful for writing off time as billed, or marking time billed if you are doing your invoicing outside of MinuteDock.
Save as a Draft
Clicking Save Draft will save the current state of your invoice for coming back to later.
Clicking away from the Invoices tab to another section of MinuteDock will automatically save your currently viewed invoice as a draft.
You can come back to your draft at any time - Clicking onto the Invoice screen will, by default, show your Draft Invoices list under the Ready to Invoice section.
Clicking Edit by a given invoice in the list will let you continue your saved draft.
