The billing workflow

Five steps. One invoice.

Pick a step to see what DoubleTime shows you at that point, from capturing a short client call to getting the invoice paid.

For freelancers, consultants, developers, and trade professionals.

Tasks

Capture the work

Short jobs stop slipping through.

Clients and rates

Attach client and rate

Saved rates price the hours for you.

Billing Hub

Check what is ready

See what is ready to bill, and what is not.

Invoices

Build and send the invoice

Ready tasks become invoice lines.

Invoice follow-up

Follow up and get paid

Know who still owes you.

Before you start

One client and one saved rate is enough to get an invoice out today.

DoubleTime · Tasks

Step 01 of 05

Capture the work

A task holds the time and the notes together. Run the timer while you work, or add it afterwards when the call is over. The short calls and quick fixes are the ones that usually go unbilled.

Name the task the way you would describe it to the client.

Start the timer, or log the time later from your notes.

Keep the detail on the task, so the invoice line makes sense to the client.

Tasks

Work captured today · 3 tasks

Homepage design updatesNorthstar Studio · running

00:41:18

Checkout button fixNorthstar Studio · 1.0 hr

01:00:00

Client call — scope reviewCedar Labs · 0.5 hr

00:30:00

Step 02 of 05

Attach client and rate

Save the rate you agreed with the client. From then on every hour you capture for them carries a value, so you know what the work is worth before you invoice it.

Add the client you are doing the work for.

Save the agreed hourly rate against that client.

Link the task to the client, and the value appears.

Homepage design updates

Northstar Studio · saved rate applied

Time captured: 2 hours 30 minutes
Agreed hourly rate: $120.00
Billable value: $300.00

2.5 hours × $120 per hour = $300 before tax.

Step 03 of 05

Check what is ready

Billing Hub separates work that is ready to bill from work that is missing a client or a rate. Billing day becomes a review, not a search.

Review clients, time, and value under Ready to invoice.

Clear Needs attention items, usually a missing client or rate.

Add the ready work to an invoice, grouped by client.

Ready to invoice

Ready work is clean enough to invoice now.

2clients5ready tasks9.3 hrsready time

Northstar Studio3 ready activities · 6.5 hrs

$1,170.00

Cedar Labs2 ready activities · 2.8 hrs

$560.00

Needs attention

Resolve these before invoicing.

CMS content import

Rate needed

Step 04 of 05

Build and send the invoice

Import the ready tasks for a client and the lines are already written, priced, and dated. Check them over, then send from DoubleTime.

Create the invoice and import the client's ready tasks.

Check the lines, rates, dates, and any tax that applies.

Confirm the recipient and payment details, then send.

Invoice INV-2041 · Northstar Studio

Issued 30/04/2026 · Due 14/05/2026

3 tasks imported

ItemQtyRateTotal

Client callScope review, 12/041.5$150.00$225.001.5 × $150.00

Website revisionsHero and CTA, 18/042.0$150.00$300.002.0 × $150.00

Implementation supportDeploy and QA, 24/043.0$150.00$450.003.0 × $150.00

Step 05 of 05

Follow up and get paid

Sent invoices stay visible until the money lands. Awaiting and overdue amounts sit in one place, so chasing payment does not depend on remembering.

Watch what is awaiting payment and what has gone overdue.

Open the invoice to check the detail before contacting the client.

Set a one-off notice, or a recurring one until it is paid.

Invoice follow-up

Set one-off or recurring notices for unpaid invoices.

1invoice1overdue$640overdue value

Invoice INV-2034Pixel ForgeOverdue: $640.00

Recurring notice · every 7 daysEdit

Illustrative preview with sample data, not an interactive app.

Five steps. One invoice.

Capture the work

Tasks

Attach client and rate

Homepage design updates

Check what is ready

Ready to invoice

Needs attention

Build and send the invoice

Invoice INV-2041 · Northstar Studio

Follow up and get paid

Invoice follow-up

Put the workflow into practice.