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What Are Time-Based Invoices?

Time-based invoices automatically calculate quantities based on date ranges and selected metrics. This feature is perfect for:
  • Hourly billing: Calculate total hours between dates
  • Daily rates: Charge per day for services
  • Weekly subscriptions: Bill for weekly periods
  • Monthly retainers: Automate monthly billing calculations
  • Project timelines: Bill based on project duration

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Enabling Date Range Quantity Calculation

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Step 1: Create New Invoice

  1. Click Invoices in the sidebar
  2. Click New Invoice from the dropdown
  3. Select your client and fill in basic invoice details

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Step 2: Enable Date Range Feature

  1. Under Invoice Actions, toggle on “Date Range Quantity Calculation”
  2. This enables date range functionality for all line items
The Date Range Quantity Calculation toggle must be enabled before you can use date ranges on individual line items.

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Setting Up Line Items with Date Ranges

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Step 3: Configure Line Item

  1. Click Add Item to create a new line item
  2. Under the line item, toggle on “Use date range for quantity”
  3. Configure the date range:
    • Start Date: When the billing period begins
    • End Date: When the billing period ends
    • Metric: Choose how quantity is calculated:
      • Hours: Total hours between dates
      • Days: Total days between dates
      • Weeks: Total weeks between dates
      • Months: Total months between dates
  4. Enter your Unit Price (e.g., £50/hour, £200/day)
  5. The quantity and total will calculate automatically

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Example Configuration

For a weekly retainer from January 1st to January 31st:
  • Start Date: January 1, 2024
  • End Date: January 31, 2024
  • Metric: Weeks
  • Unit Price: £500/week
  • Quantity: Automatically calculates to 4.43 weeks
  • Total: £2,215.00

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How It Works

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Automatic Calculations

  • System calculates the exact quantity based on your selected metric
  • Handles partial periods (e.g., 2.5 weeks, 1.3 months)
  • Updates in real-time as you adjust dates
  • Respects calendar days, not business days

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Date Range Options

  • Hours: Calculates total hours (24-hour periods)
  • Days: Calculates calendar days between dates
  • Weeks: Calculates weeks (7-day periods)
  • Months: Calculates months (calendar months)

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Best Practices

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When to Use Date Ranges

  • Retainers: Monthly or weekly recurring services
  • Project billing: Bill for project duration
  • Hourly work: Track hours worked over a period
  • Rentals: Equipment or space rental by day/week/month

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Setting Up Correctly

  • Be precise with dates: Include exact start and end times
  • Choose appropriate metrics: Match your billing model
  • Verify calculations: Review totals before sending
  • Use clear descriptions: Explain what the date range covers

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Common Use Cases

Hourly Consulting:
  • Metric: Hours
  • Unit Price: Your hourly rate
  • Description: “Consulting services - January 2024”
Monthly Retainer:
  • Metric: Months
  • Unit Price: Monthly retainer amount
  • Description: “Monthly retainer - Q1 2024”
Daily Project Rate:
  • Metric: Days
  • Unit Price: Daily project rate
  • Description: “Website development project - 2 weeks”

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Tips

  • Combine with recurring invoices for automated monthly billing
  • Use clear line item descriptions to explain the date range
  • Review calculated quantities before finalizing
  • Adjust unit prices to match your billing structure
  • Save as template for similar future invoices

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Limitations

  • Date ranges calculate calendar periods, not business days
  • Partial periods are calculated precisely (e.g., 2.5 weeks)
  • Requires Date Range Quantity Calculation to be enabled
  • Each line item can have its own date range
Time-based invoices streamline billing for services delivered over periods!