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How to Generate PDF Invoices and Timesheets from Tracked Time

•By Florian•8 min read
invoicespdftimesheetsbillingpro features

Tracking hours is the first half. Getting paid for them is the second half. The bridge between them is the invoice, the timesheet, or the work record. Done well, that bridge writes itself from the tracked data. Done badly, you spend an hour every Friday in a spreadsheet that doesn't really know what your week looked like.

Timesheet's document generation turns tracked entries into three flavors of PDF: invoices for billing, timesheets for payroll or compliance, work records for field service. All on the Pro plan, which includes a 30-day free trial (no credit card).

PDF DocumentsPro
Branded invoices, timesheets with signature lines, work records with per-task signatures. Generated from tracked time. Pro plan, 30-day trial.

#The Three Document Types

#Invoices

Billing documents you send to clients for payment. Include:

  • Your company details and logo
  • Client information
  • Itemized time entries
  • Tax calculations and totals
  • Payment terms and bank details

#Timesheets

Hour summaries for payroll, HR, or compliance. Include:

  • Employee or contractor details
  • Date range
  • Daily or weekly breakdowns
  • Signature lines for approval
  • Total hours

#Work Records

Detailed task-by-task documentation, useful for field service.

  • Task list with descriptions
  • Start and end times
  • Optional location data
  • Per-task signature lines for client sign-off

#Creating Your First Invoice

#Step 1: Open Document Generation

  1. Sign in at my.timesheet.io (Pro plan)
  2. Open Documents or Invoices
  3. Click Create New Invoice

#Step 2: Pick the Time Entries

Filter to the right entries:

  • By date range
  • By project
  • By billable status
  • Or select specific entries by hand

#Step 3: Fill In the Details

Your side

  • Company name, address, contact, tax ID/VAT number
  • Logo (upload once, reuses everywhere)

Client side

  • Client name, company, billing address, contact person

Invoice metadata

  • Invoice number (auto-generated or custom)
  • Invoice date
  • Due date
  • Payment terms

#Step 4: Customize the Line Items

  • Group by project, by date, or list entries individually
  • Edit descriptions for clarity (the client doesn't need to see internal codes)
  • Adjust quantities if needed
  • Apply discounts per line

#Step 5: Tax and Discounts

  • Tax rate (VAT, sales tax, GST)
  • Discount (percentage or fixed amount)
  • Additional fees or credits

#Step 6: Generate and Send

  • Preview the PDF
  • Download
  • Email directly to the client from the app
  • The invoice is saved to your document history

#Customizing the Template

  1. Settings → Company Profile or Documents
  2. Upload PNG or JPG (PNG preferred for transparent background)
  3. Choose position and size
  4. The logo appears on every generated document going forward

#Brand Colors

Some templates support color customization:

  • Primary color (headings, accents)
  • Text color
  • Background elements

#Payment Information

Include payment details on the invoice itself:

  • Bank account / IBAN / SWIFT
  • PayPal or payment links
  • Accepted payment methods
  • Late payment terms (e.g. "2% per month after due date")

#Standard Text

Reusable text blocks:

  • A thank-you line
  • Terms and conditions
  • Notes about services
  • Next steps

#Timesheets

A timesheet is the right document when the recipient is HR, payroll, or a compliance auditor; not the client paying you. The format is a summary of hours, not a bill.

#Setup

  1. Pick the date range
  2. Pick the project(s)
  3. Pick the layout:
    • Daily breakdown
    • Weekly summary
    • Monthly overview

#Signature Lines

Add fields for:

  • Employee signature
  • Supervisor approval
  • Client verification (where relevant)
  • Date

#Common Use Cases

Employee time reporting. Weekly timesheet, signed by the employee, approved by the supervisor, archived for payroll.

Contractor documentation. Provide the client with a verifiable record of work performed.

Compliance. Working-time directive, government contract, or labor-law audit trail.

#Work Records

The most detailed format. Designed for field service and client sign-off on each task.

#What's Included

  • Task-by-task listing
  • Description and notes
  • Start and end times
  • Location data (when geofence was used)
  • Per-task signature lines

#Per-Task Signatures

Each task can have its own signature line, so the client can sign off as the work happens, not after the fact. Three workflows where this pays off:

Field service. A technician finishes a service call, the client signs the work record entry on the phone, the next call begins.

Construction sub-contracts. Verification of completion for each phase or each day.

Disputed work. The signed work record is the audit trail that closes the dispute.

#Field Service Example

A repair technician visits three clients in a day:

  1. Each service call is a task
  2. At the end, generate the work record
  3. Each client signs their section
  4. The signed PDF is the record

#Invoice Numbering That Doesn't Bite Later

#Sequential

Simple and bulletproof: INV-001, INV-002, INV-003. Works fine for low volume.

#Year-Based

Include the year: INV-2024-001, INV-2024-002. Easier to file and find in year three.

#Client-Based

Include client code: ACME-2024-001. Easier to scan when invoices span many clients.

#Rules That Pay Off

  • Never reuse a number. Even on a canceled invoice. Issue a credit note instead.
  • Keep numbers sequential, no gaps. Tax authorities check this.
  • Include the year in the format.
  • Use leading zeros for proper sorting (001, not 1).

#Tax Handling

#Single Tax Rate

Most setups: one tax rate (e.g. 19% VAT in Germany, 20% in the UK, varies in the US).

#Tax-Exempt Lines

Some lines should not be taxed:

  • Reimbursable expenses already taxed at source
  • Tax-exempt services
  • Out-of-scope items per regulation

#Multiple Tax Rates

For complex setups (different rates per item type, regional differences), set per-line rates.

#Display Options

  • Tax included in line items
  • Tax as a separate line at the bottom
  • Both gross and net subtotals shown

#Discounts

#Percentage Off

  • Early payment discount (e.g. 2% if paid within 7 days)
  • Volume discount (e.g. 15% off above 40 hours)

#Fixed Amount

  • Loyalty credit
  • One-time adjustment

#Per-Line

Reduce specific line items: partial credit for an issue, promotional pricing on selected services.

#Tracking Payment

Beyond generation, the document keeps a status.

#Invoice Statuses

  • Draft: not yet sent
  • Sent: delivered to client
  • Viewed: client opened (when tracking is available)
  • Paid: payment received
  • Overdue: past due date
  • Cancelled: voided

#Recording a Payment

  1. Open the invoice
  2. Mark as paid
  3. Enter the payment date
  4. Note the method (bank transfer, PayPal, etc.)

The matching entries can be marked Paid in one go from the invoice screen.

#Payment History

View by client:

  • All invoices, sorted by date
  • Payment timelines
  • Outstanding balance per client

The "who haven't I been paid by?" question is now a filtered list, not an inbox archaeology project.

#Tips That Save Real Time

Specific descriptions. "Consulting" is a placeholder. "Website performance audit and optimization recommendations" is an invoice line.

Reference numbers. Add project codes, PO numbers, or client-side references on each invoice. Helps the client's AP team match invoices to records.

Clear payment terms. "Due upon receipt" is clearer than "Net 30" to many clients. Match the client's accounting standard if possible.

Systematic follow-up. A polite reminder at day 35 catches most slow payers without damage. Schedule it.

Quarterly template review. Update contact info, banking details, branding, payment terms. Catch the stuff that drifts.

Archive everything. Timesheet stores invoices automatically. Keep an additional backup for tax-record purposes (most jurisdictions require six to ten years).

#Common Questions

Can I edit an invoice after sending? Don't. Issue a credit note and a new invoice. Editing sent invoices breaks audit trails.

How do different currencies work? Set the currency per invoice or per client in settings. The PDF reflects the chosen currency.

Can I add non-time items? Yes. Add fixed-price items, materials, expenses, or other charges as lines alongside time entries.

Do clients need a Timesheet account to view invoices? No. Invoices are standard PDFs. Anyone can open them.

Can I include expenses on the invoice? Yes. Expense entries attached to the same project appear as line items, with descriptions and amounts. See How to Track Expenses and Attach Receipts.

#Summary

Three documents, one source of truth:

  • Invoices for billing clients
  • Timesheets for payroll and HR
  • Work records for field-service sign-off

Configure the company profile once. Generate unlimited documents from tracked time. The Pro plan trial is 30 days, no credit card; you can produce real invoices during the trial and only commit after seeing the workflow.

#Where to Go Next

Get paid from the hours you already tracked

30-day Pro trial, no credit card. Generate your first invoice today.

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How to Generate PDF Invoices and Timesheets from Tracked Time | Timesheet Blog | timesheet.io