Project Invoicing Software for Service Providers
Project time, hourly rates and time sheets become a traceable invoice, without retyping timesheets.
30 days free · no credit card · cancel any day afterwards
Project invoicing turns tracked project time and expenses into invoices. time cockpit creates invoice items directly from time entries, with hourly rates per client, project or task, plus travel expenses, flat fees and custom articles. The invoice is generated with one click, optionally with a detailed list of all billed time entries.
From Tracked Time to Invoice
Tracked time is the basis of every project invoice: your team books time on clients, projects and tasks. time cockpit’s project invoicing software turns these entries into invoice items, one item per task with the matching hourly rate and the kilometers driven as a separate travel costs item. Billable services no longer have to be collected again from timesheets or separate systems.
Different VAT rates are considered, and all services and costs are billed precisely and transparently. Learn more in our Invoicing Documentation. The hours behind the invoice come from project time tracking.
Project Invoicing with time cockpit at a Glance
- Invoice items from time entries, travel expenses and articles
- Hourly rates, flat fees, hour quotas and surcharges
- Layouts with Microsoft Report Builder
- Time sheet attachment
- Price
- €10.85 per user per month
- Trial
- 30 days free, no credit card
- Hosting
- Microsoft Azure, data centers in the EU
- Single sign-on
- Microsoft Entra ID
Track and Invoice Billable Hours
Not every booked hour ends up on an invoice. Internal meetings, proposals or goodwill work still need to be tracked, otherwise they are missing from the post-calculation. In time cockpit you mark projects and tasks as billable or non-billable, and a single time entry can deviate if needed. This way project time tracking separates billable from internal hours at the moment of booking, and both remain available for reports.
The list of unbilled time sheets shows which billable hours are still open. Before invoicing, the booking lock makes sure that past months can no longer be changed. Once time entries are assigned to an invoice, they become read-only, so invoice and time tracking always match. In addition, time entries can be reviewed and approved before invoicing, so only confirmed hours end up on the invoice. Solvion uses this approval before every invoice run.
Billing Models for Service Providers
Time and material, fixed price or maintenance contract: time cockpit covers the common billing models in the same project invoicing.
Hourly Rates on Several Levels
Set hourly rates per client, project, task or user. Projects inherit the client’s rate and tasks inherit the project’s rate unless you define their own. Single time entries can carry a different rate. When an invoice is created, time cockpit stores the applicable hourly rate in every time entry, so later price changes do not alter existing invoices.
Flat Fees and Fixed Prices
Monthly flat fees, for example for maintenance or support, are set up as articles. They go onto the same invoice as the booked hours. For fixed-price projects you enter the agreed price as a budget in euros or hours and see at any time how much of it is used. How IT companies keep fixed-price projects on budget is shown on the page time tracking for IT service providers. When each model fits is explained in the post Fixed Price vs. Time & Material.
Hour Quotas
For maintenance and support contracts you enter the agreed hour quota. time cockpit shows at any time how much of it is used. You can talk to the client about adjusting the contract before the quota runs out and bill the hours beyond it by effort. How MSPs work with this is shown on the page time tracking for MSPs and IT system houses.
Surcharges
Surcharges, for example for jobs in the evening or at the weekend, are defined in the standard product. They flow into the billing of the affected jobs without anyone converting hours by hand. Flat fee, hours, surcharges and travel costs end up on one invoice.
Time Tracking and Invoicing in One System
Time entry, hourly rate, invoice item and time sheet work hand in hand. Every item on the invoice can be traced back to the time entries behind it.
When time tracking and invoicing run in separate tools, every month end turns into reconciliation: export hours, add them up in Excel, look up hourly rates, type in invoice items. Billable hours get lost along the way, and client questions are hard to answer. In time cockpit the invoice is created where the time is tracked, and reports show at any time which services have been invoiced and which are still open. Which gaps between time tracking and invoicing typically cost revenue is shown in the post 10 Revenue Killers in Project Time Tracking.
Flexible Invoicing with Manual Adjustments
Invoice items can be created flexibly – automatically based on logged hours or added manually to an invoice. This allows for the integration of additional services, individual agreements, and products not directly linked to time tracking. This way, you always maintain full control over your invoicing.
Item Management for Recurring Services
Custom items can be created as templates for invoice items. For instance, a piece of hardware can be represented as an invoice item labeled ‘Hardware.’
Items include all relevant details, such as descriptions, prices, and tax rates, and can be quickly added to invoices. This saves time and ensures consistent and accurate billing. Find a step-by-step guide in the documentation on custom articles.
Detailed Invoice Reports and Service Documentation
Automatically generated invoice reports in PDF format include all essential information, such as client address, invoice date, invoice number, and billing period. On request, detailed time entries can be included or excluded as service documentation. This ensures transparent cost invoicing.
You design the layout with the free Microsoft® Report Builder, so your invoice templates follow your corporate design. If needed, our team can assist in creating custom invoice templates.
Seamless Integration with Your Systems
time cockpit offers a powerful Web API for integrations that enables extensive automation. Actions such as generating an invoice or creating a PDF invoice document can be fully automated.
Additionally, invoices, invoice items, or time entries can be easily transferred to other systems, such as ERP or project management tools. Power BI and Excel connect to the same data without a single line of code, for example for revenue reports. For more details, refer to the API Documentation.
Tailored to Your Processes
If needed, the invoicing process can be easily adapted to fit your existing workflows. It will be customized to match your specific requirements precisely.
Thanks to the high customizability of time cockpit, workflows, calculation rules, and automations can be designed flexibly. This provides a tailored solution that meets 100% of your specific needs.
Frequently Asked Questions
How does project invoicing work in practice?
Tracked working hours and expenses are assigned to a project and automatically converted into invoice items. Additions such as flat fees or products can be added manually. Finally, a precise invoice with all relevant details is generated and made available.
Is time cockpit suitable as an invoicing solution for service providers?
Yes, time cockpit is ideal for service providers. The software enables precise billing by automatically creating invoices from tracked time. It is flexibly customizable, supports individual agreements, and offers transparent reports for accurate project invoicing.
Can I create invoices without VAT?
Yes, time cockpit supports creating invoices without VAT based on the customer’s address and the applicable tax rules. For intra-EU business, a note on the reverse charge procedure is added, while customers outside the EU receive a general note that the recipient is liable for tax.
What happens if I find a mistake in an invoice that has already been created?
Invoice items and amounts can be edited after creation, but the associated time entries are then no longer synchronized with the invoice. Alternatively, you can handle corrections via a cancellation or a credit note to keep your invoice records consistent.
Can I manually add time to an existing invoice?
Yes, time entries that have not been invoiced yet can be added to an existing invoice.
How do I handle different VAT rates in one invoice?
time cockpit supports invoices with different VAT rates. You can set individual tax rates per invoice item, and they are correctly reflected in the total.
Can I automatically include travel expenses in invoices?
Yes, time cockpit detects travel expenses based on the mileage recorded in time entries and automatically creates a corresponding invoice item. Description, unit, price, and VAT are taken from the predefined “Travel Costs” article.
Can I adjust invoice data to meet specific customer requirements?
Yes, you can meet customer-specific requirements by adding invoice items manually, editing article details, or adapting the invoice layout with the Microsoft® Report Builder.
What happens when hourly rates change?
When an invoice is created, time cockpit stores the hourly rate that applied at the time of booking in the time entries. This keeps invoices consistent and traceable even if hourly rates change later.
Does time cockpit support electronic invoices?
Yes, time cockpit lets you create electronic invoices that are generated directly from tracked working hours and provided as PDF. The ZUGFeRD format is not supported yet, but we are working on providing this feature in a future version.
Does time cockpit fit your process, from time tracking to invoicing?
In 30 minutes you will know whether time cockpit covers your project hours, project controlling and invoicing.
- What we cover
- You tell us how you track and bill time today. We show you live how that works in time cockpit and what switching involves.
- Who you talk to
- Someone from the team that builds time cockpit and rolls it out for customers, for example Alexander or Michael.
- How
- 30 minutes online via Microsoft Teams, free and without obligation.
You pick a free slot in Microsoft Bookings (opens in a new tab) and receive the confirmation with the Teams link by email. Prefer to write? support@timecockpit.com