How to Generate Professional PDF Invoices and Timesheets

Tracking time is only half the job. The other half? Getting paid. Timesheet's document generation transforms your tracked hours into professional invoices, detailed timesheets, and work records—all branded with your company identity.

This guide covers everything you need to know about creating professional documents from your time data.

Note: Document generation is a Pro feature, available with a Timesheet Pro subscription.

#Document Types Overview

Timesheet can generate three types of documents:

#1. Invoices

Professional billing documents sent to clients for payment. Include:

• Your company details and logo
• Client information
• Itemized time entries
• Totals with tax calculations
• Payment terms and details

#2. Timesheets

Summary documents showing work performed over a period. Include:

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

#3. Work Records

Detailed task-by-task documentation. Include:

• Individual task descriptions
• Start and end times
• Per-task signature lines (for service verification)
• Useful for field work and client sign-offs

#Creating Your First Invoice

#Step 1: Access Document Generation

1. Log into the Timesheet web app at my.timesheet.io
2. Navigate to Documents or Invoices
3. Click Create New Invoice

#Step 2: Select Time Entries

Choose which time entries to include:

• Filter by date range
• Filter by project
• Filter by billable status
• Select individual entries or select all

#Step 3: Configure Invoice Details

Your Information:

• Company name
• Address
• Contact details
• Logo (upload once, reuse forever)
• Tax ID / VAT number

Client Information:

• Client name
• Company name
• Billing address
• Contact person

Invoice Specifics:

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

#Step 4: Customize Line Items

Review and adjust how time entries appear:

• Group by project, date, or show individually
• Edit descriptions for clarity
• Adjust quantities if needed
• Apply discounts

#Step 5: Add Tax and Discounts

Configure financial details:

• Tax rate (VAT, sales tax)
• Discount (percentage or fixed)
• Additional fees or charges

#Step 6: Generate and Send

• Preview the invoice
• Download as PDF
• Email directly to client
• Save to your document history

#Customizing Invoice Templates

#Adding Your Logo

1. Go to Settings > Company Profile or Documents
2. Upload your logo (PNG or JPG recommended)
3. Position and size options available
4. Logo appears on all generated documents

#Branding Colors

Some templates allow color customization:

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

#Payment Information

Include payment details on invoices:

• Bank account information
• PayPal or payment links
• Accepted payment methods
• Late payment terms

#Custom Text

Add standard text blocks:

• Thank you message
• Terms and conditions
• Notes about services
• Next steps

#Creating Timesheets

Timesheets are perfect for employees, contractors, or anyone who needs work hour documentation.

#Timesheet Configuration

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

#Signature Lines

Add signature fields for:

• Employee signature
• Supervisor approval
• Client verification
• Date fields

#Timesheet Use Cases

Employee time reporting: Generate weekly timesheets for HR or payroll processing.

Contractor documentation: Provide clients with detailed work records for their files.

Compliance records: Create auditable documentation of hours worked.

#Creating Work Records

Work records provide the most detailed documentation, perfect for field service or client-facing work.

#What's Included

• Task-by-task listing
• Descriptions and notes
• Start/end times
• Location data (if tracked)
• Per-task signature lines

#Per-Task Signatures

Work records can include signature lines for each task, allowing:

• Client sign-off on each service call
• Verification of work completion
• Documentation for disputes

#Field Service Example

A repair technician visits three clients in a day:

1. Complete each service call as a task
2. Generate work record
3. Have each client sign their section
4. Retain signed document for records

#Invoice Numbering Best Practices

#Sequential Numbering

Simple and common: INV-001, INV-002, INV-003

#Date-Based Numbering

Include date context: INV-2024-001, INV-2024-002

#Client-Based Numbering

Include client code: ACME-001, ACME-002

#Best Practices

• Never reuse invoice numbers
• Keep numbers sequential
• Include year for easy filing
• Use leading zeros for sorting (001 vs 1)

#Tax Handling

#Single Tax Rate

Most common setup:

• Configure your standard tax rate (e.g., 19% VAT)
• Applied to all taxable items

#Tax-Exempt Items

Mark certain line items as tax-exempt:

• Reimbursable expenses
• Items already taxed
• Tax-exempt services

#Multiple Tax Rates

For complex scenarios:

• Different rates for different item types
• Regional tax variations

#Tax Display Options

• Show tax included in line items
• Show tax as separate line
• Show both gross and net totals

#Managing Discounts

#Percentage Discounts

Apply a percentage reduction:

• 10% early payment discount
• 15% volume discount

#Fixed Amount Discounts

Apply a fixed reduction:

• €50 loyalty discount
• One-time credit

#Per-Item Discounts

Reduce specific line items:

• Partial credit for issue
• Promotional pricing

#Payment Tracking

After sending invoices, track payment status:

#Invoice Statuses

• Draft: Not yet sent
• Sent: Delivered to client
• Viewed: Client opened (if tracking available)
• Paid: Payment received
• Overdue: Past due date
• Cancelled: Voided invoice

#Recording Payments

When payment arrives:

1. Find the invoice
2. Mark as paid
3. Enter payment date
4. Note payment method

#Payment History

View complete payment history:

• All invoices by client
• Payment timelines
• Outstanding balances

#Pro Tips for Professional Documents

#Be Specific in Descriptions

Instead of "Consulting work", write "Website performance audit and optimization recommendations"

#Include Reference Numbers

Add project codes, PO numbers, or references that help clients match invoices to their records.

#Set Clear Payment Terms

"Due upon receipt" is clearer than "Net 30" for many clients.

#Follow Up Systematically

Set reminders for unpaid invoices. A polite follow-up often gets faster payment.

#Keep Templates Updated

Review your templates quarterly. Update contact info, payment details, and branding as needed.

#Archive Everything

Keep copies of all sent invoices. Timesheet stores them automatically, but consider additional backups.

#Common Questions

Can I edit an invoice after sending? You can create revised invoices but shouldn't modify sent ones. Use credit notes for corrections.

How do I handle different currencies? Set the currency per invoice or per client in your settings.

Can I add non-time items to invoices? Yes, you can add fixed-price items, materials, or other charges alongside time entries.

Do clients need Timesheet to view invoices? No, invoices are standard PDFs that anyone can open.

#Summary

Timesheet's document generation turns your time data into professional documents:

• Invoices: Branded billing documents with itemized time
• Timesheets: Work hour summaries with signature lines
• Work Records: Per-task documentation for field service

Configure your company profile once, then generate unlimited professional documents from your tracked time.

#What's Next?

With document generation mastered:

• Export your data to Excel for custom reporting
• Connect to QuickBooks for accounting integration
• Set up recurring projects to streamline future invoicing