A few common causes. First, check that the Contact is synced — if they don't exist in your accounting software yet, they'll need a valid email address so MinuteDock can create them.

Second, check the invoice currency — if the currency you've selected isn't set up as a usable currency in your accounting software, the send will fail. Invoicing in a currency other than your accounting software's base currency usually means adding that currency there first.

Finally, your integration connection may have lapsed and need reauthorising. Head to Account > Integrations to check the connection status. See your integration-specific guide under Integrations for detailed troubleshooting.

You can also reach out to us at team@minutedock.com for help with connection issues.

When creating an invoice, you can choose exactly what appears in each line item description — including or excluding details like the date, user, task name, project, and entry notes.

You can also edit descriptions manually by clicking directly on them. See Creating and Sending an Invoice for a full walkthrough of the formatting options.

Grouping controls how your time entries are rolled up into line items. You can group by task, project, user, description, day, or week — or use "summary" to combine everything into a single line.

For example, grouping by Project gives you one line per project, while grouping by User shows each team member's total time as a separate line.

MinuteDock remembers your grouping preference for each Contact, so you only need to set it once. See Creating and Sending an Invoice for more detail.

A few things can cause this. The entry may have been tagged as unbillable (check whether the Contact, Project, Task, or User is set to unbillable or has a rate of $0.00/hr). It's also possible the entry was already included in a previous invoice — run a Report to check.

If you're using custom invoice filters, make sure the date range and other filters aren't excluding the entries you're looking for. See Creating and Sending an Invoice for more on locating missing entries.

Yes. When creating an invoice, you can decide exactly which time entries you want to include, or just choose to invoice everything.

Once time entries are included in a sent invoice, they're marked as invoiced and won't appear in your Ready to Invoice list again.

If you need to make changes, you can delete the invoice in MinuteDock — this returns all its time entries to billable status so you can re-invoice them.

Note that if you sent the invoice to your accounting software, you'll need to void/delete it there separately. See Delete or Archive an Invoice for more.

MinuteDock handles this automatically. Each time entry carries its own billing rate based on your rate settings, so entries at different rates will appear as separate line items on the invoice.

If you want to merge entries with different rates, you can — the merged line will show the combined hours and a blended average rate.

No. Any edits you make on the invoice — including changing hours, rates, or descriptions — only affect the invoice itself.

Yes. Mileage is handled through MinuteDock's Expenses feature. You create a reusable Expense Item called Mileage with the billable amount set to your per-km or per-mile rate, then log an Expense against the relevant Contact with the quantity being the distance travelled. When you create the invoice, MinuteDock prompts you to include any unbilled Expenses for that Contact and adds them as their own invoice line items.

The same pattern works for other reimbursable expenses like parking, materials, or filing fees. Expenses are currently in beta and need to be turned on for your Account — email team@minutedock.com to enable it.

MinuteDock doesn't have a setting to turn off the Hours/Qty column itself — that column lives on your accounting software's invoice template (Xero, QuickBooks Online, MYOB, or Wave). MinuteDock controls what goes into each line item's description and how Time Entries are grouped; your accounting software controls the final layout, branding, columns, and totals shown to the client.

For fixed-fee work where you want the invoice to show one amount with no hours visible, keep the time on the invoice for your own records, then in the line item set Hrs/Qty to 1 and Rate to the full fixed-fee amount. The line item description can be whatever you'd like the client to see (for example "April retainer"). The total stays correct, and the underlying Time Entries are still marked as invoiced. To hide the column entirely, you'll need to switch invoice templates in your accounting software — that's controlled there, not in MinuteDock.

No. When you write off time during invoicing — either by removing it from an invoice draft and choosing Write off the time, or by including it in an invoice and using Confirm Without Sending — MinuteDock marks those Time Entries as invoiced. Invoiced Time Entries are excluded from the Ready to Invoice list and from custom invoice filters by default, so they will not be suggested again on a future invoice.

The one situation where written-off time becomes available again is if you delete the Invoice that holds it from your Sent Invoices list. Deleting the Invoice releases its Time Entries back to billable status, where they will reappear on future invoicing suggestions. See Managing or Writing Off Unbillable Time for the full write-off workflow.

Use Reports to look up the historical billed time. Go to the Reports screen, set the date range to the period the work was done (for example all of 2024), filter to the relevant Contact (and Project, if you need to narrow further), and switch the Options filter to include only invoiced time. The report will show the breakdown by User, Task, and Time Entry, and you can drill into each entry to confirm who logged it.

You can also open the Invoice itself from the Invoices screen — the Invoice page lists every Time Entry attached to it. Combine the two views if you want to confirm an exact match between a sent invoice and the Users who worked on it.

MinuteDock lets you set the currency on each Contact, and any invoice you create for that Contact uses the Contact's currency by default. You can also override the currency on the final step of invoice creation. There's no fixed currency list inside MinuteDock — major currencies (USD, NZD, AUD, GBP, EUR, CAD, ZAR and others) are all supported.

If you're sending the invoice to an accounting integration like Xero, QuickBooks Online, or MYOB, the invoice currency you pick has to be one your accounting software is set up to accept — otherwise the send will fail. Adding a new currency is usually done in the accounting software's own settings, not in MinuteDock. See Setting up Billing Rates for setting a Contact's default currency, and Creating and Sending an Invoice for currency selection at send time.