How do you use timekeeping software or tools to streamline your invoicing and reporting?

1 Choose the right tool

When searching for a timekeeping tool, you should look for one that is easy to use and integrate with your workflow, compatible with your devices and platforms, customizable to your rates, projects, and tasks, secure and reliable, and able to generate invoices and reports automatically or with a few clicks. Popular timekeeping tools include Toggl, Harvest, Clockify, and Time Doctor. You can compare their features, prices, and reviews online in order to find the one that fits your budget and preferences.

2 Set up your projects and tasks

Once you have chosen your timekeeping tool, you should set up your projects and tasks to better organize your work and track your time more accurately. Create a project for each client or contract and break it down into smaller tasks or subtasks. Assign a rate or budget to each project or task, add details, notes, or tags, and set deadlines or reminders. This will help you start, stop, or switch your timer whenever you work on something and see how much time you spend on each project or task and how much you earn from them.

3 Track your time consistently

To use timekeeping software or tools effectively, it is essential to track your time consistently. This includes starting your timer as soon as you begin a project or task, stopping the timer when you finish or take a break, and editing or deleting any inaccurate or duplicate entries. Additionally, it is important to review your time entries regularly and sync them across devices and platforms. Doing so will help you bill clients accurately and fairly, as well as avoid forgetting or underestimating your hours and losing money.

4 Generate invoices and reports

One of the primary advantages of using timekeeping software or tools is that they can generate invoices and reports for you with minimal effort. You can select the format, template, and currency of your invoices and reports, customize them with your logo, contact details, and terms, and include your time entries, rates, and totals. You can also add any discounts, taxes, or fees to your invoices and reports before sending them to your clients via email or link. Utilizing your timekeeping tool to generate invoices and reports will save you time and hassle, while also impressing clients with your professionalism and transparency. Additionally, you can track the status of your invoices and payments, as well as follow up with clients if needed.

5 Communicate with your clients

The final step to using timekeeping software or tools to streamline your invoicing and reporting is to communicate with your clients. You should inform them about your timekeeping tool and how it is used, as well as share your invoices and reports regularly and on time. Additionally, you should explain any changes, adjustments, or issues with your invoices and reports, while asking for feedback, confirmation, or clarification from your clients. Resolving any disputes or conflicts with your clients amicably can help build trust and rapport, while demonstrating your value and quality. This can also increase the chances of repeat business and referrals.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?