Note: The invoicing module is available starting from the Advanced package.
Within this module, you can fully configure and manage your invoicing process, from layouts and emails to sending the invoice itself. Everything starts with the right settings.
Invoicing Settings
You can find the invoicing settings by clicking the gear icon in the top right corner and selecting ‘Financial’.
Here, you can manage different invoice layouts. This is useful if you send invoices in multiple languages. You can also set the invoice number prefix, a fixed element that precedes the number, such as "2025-". The starting number ensures that TimeChimp automatically increments the number based on the last invoice sent.
You can also set a default payment term. Please note: this only applies to new customers. For existing customers, you’ll need to update the payment term manually.
Additionally, you can customize the invoice email in this section. Use placeholders to personalize the message, allowing you to automatically include details such as the customer’s name or invoice amount.
Lastly, you can add additional text to appear at the bottom of the invoice and optionally upload a standard attachment to include with every invoice.
Creating Invoices
In TimeChimp, there are four ways to create an invoice. Depending on your preferences or workflow, you can choose to invoice via Overviews, Projects, Financial, or the Uninvoiced section.
1. Via Overviews
When creating invoices through the overview module, you can select different entries from time, mileage, and expense modules. You then choose how the invoice lines should be displayed — for example, by activity, employee, or project. For more detail, you can choose a detailed description that includes the date, start and end time, project, and activity.
You can optionally attach all expense files in a ZIP archive. There is also an option to include a time specification, where you can choose between portrait or landscape format. If you frequently use the same settings, you can save them as default for future invoices.
2. Via Projects
You can also create an invoice directly from a project. You can choose to include:
Uninvoiced hours, expenses, or mileage
Only hours, only expenses, or only mileage
A pre-defined project price
Activity-based rates, configured via the top-right gear icon under Management or within the project settings
Subscriptions linked to the project
A blank invoice, where you define the line items manually
Just like the other methods, you decide how the lines are displayed, what period to include, and whether to include all or only specific activities.
3. Via Financial
If you choose this method, start by selecting the customer. You can then decide whether to include uninvoiced entries or create a blank invoice.
You can also choose to link the invoice to one or more projects, or leave this field empty if the entries are not related to a project. You maintain full control over how the invoice lines and attachments are structured.
4. Via Uninvoiced
This section provides an overview of all projects with outstanding, uninvoiced entries. It’s particularly useful if you're working with subscriptions or phased billing.
You can filter by project and invoicing method, and choose to display only active customers or those with outstanding amounts. Use the date picker in the top right to adjust the selected period. By clicking the magnifying glass icon, you can view the specific hours, expenses, or mileage that are included.
Editing a Draft Invoice
Once you’ve created a draft invoice using one of the four methods, you’ll enter the invoice editor. This gives you a preview of the invoice based on your selected settings. If invoice lines are linked to projects, this will be visible below the lines.
Want to know how VAT calculations are handled on the invoice? See this article.
Are you seeing a blank invoice despite having created registrations? See this article.
Sending an Invoice
When the invoice is ready, click ‘Send’ in the top right corner. You can choose to send a standard invoice, a reminder, or a payment demand. When sending by email, you can also activate email tracking.
You have the option to include the following attachments:
A PDF version of the invoice
A UBL file for electronic processing
A web version of the invoice
A ZIP file with all attachments
A copy for yourself (sent to the email address used to log in)
You can personalize the email content using placeholders. As soon as the invoice is sent, a unique invoice number is automatically generated.
Invoice Status
All created and sent invoices are visible under Financial. Invoices are automatically labeled ‘Open’. When the due date passes, the status changes to ‘Overdue’. This makes it easy to keep track of unpaid invoices.
Once a customer has paid, you can mark the invoice as paid by clicking Actions > Process Payment. This helps keep your administration tidy and up to date.