Invoices

The Invoices screen turns a job's collected hours into a client-ready invoice. It groups the time by crew member, applies your pay rules to split the hours into standard, overtime, double-time, and drive time, adds per diem, and totals it all up — so billing matches exactly how the work was paid.

Creating an invoice

1. Pick the job from the selector in the top bar.
2. Check the billing period. Once a job has a recorded invoice, the period automatically continues from the day after the last invoice through today — so periods never overlap and nothing falls through the cracks. A job's first invoice defaults to the selected week. You can always set a custom From / To range.
3. The preview fills in with the letterhead, bill-to, and line items per crew member. With Job HQ, the bill-to uses the job's customer (name + billing address).
4. Click Create invoice. This records the invoice — it gets the next invoice number (INV-…) and the period, lines, and totals are frozen, so changing pay rates or work rules later never alters an invoice you already sent.

Recorded invoices

Every recorded invoice is listed in the Recorded invoices panel and has its own page where you move it through its life: Draft → Sent → Paid (or Void a mistake — voided periods are ignored when computing the next default period). The page prints cleanly, so "Save as PDF" works from any browser.

With the Job HQ add-on, recording an invoice moves the job's pipeline to Invoiced, and marking it paid moves the job to Paid.

What's on the invoice

The invoice uses an INVOICE letterhead with your legal company name and footer (set under Settings → Invoices), the client and jobsite in the bill-to, and the job number, scope, and PO.

For each crew member it lists only the line items that apply:

• Standard hours at the billable rate.
• Overtime at the billable overtime rate.
• Double-time at the billable rate × your DT multiplier (e.g. 2×), when your rules use it.
• Holiday at the billable rate × your holiday multiplier (e.g. 2×), and Holiday OT at your holiday-overtime multiplier (e.g. 2.5×), when a day is on your holiday calendar.
• Drive-time at the billable rate.
• Per diem for the qualifying days worked — unless you've turned off billing per diem to clients, in which case it stays an internal crew cost and the invoice notes the amount instead.
• Unpaid lunch (deducted) — with automatic lunch on, each crew member's line shows the lunch hours removed, so clients comparing clock times can see both the full hours and the reduction.

The billable rate is each employee's own base rate by default, or your flat custom ST / OT rates when Billable labor rates (Settings → Invoices) is set to custom — bill the client one rate for the whole crew regardless of individual wages.

A Summary panel shows labor (standard + OT + double-time + holiday + drive), per diem, and the total due, along with your payment terms. An Hours rollup breaks out total ST / OT / Drive hours (plus Double-time and Holiday when present) and the crew-day count. Multi-week billing periods classify each week separately, so weekly overtime matches what the reports show. Use the ‹ › arrows beside the job selector to step through jobs one at a time.

How the math works

CrewTimeTrack applies your workspace's pay rules to the entries in the billing period:

• Hours are tallied per crew member per day, then classified into standard, overtime, double-time, and holiday. Hours past your standard work week become overtime; weekend hours and (if enabled) the seventh consecutive day are overtime; daily thresholds can push hours to overtime or double-time.
• Holiday days (set on the holiday calendar, Settings → Holidays) take precedence: every hour worked that day is paid at your holiday rate, up to the holiday-OT threshold, then at the holiday-overtime rate. By default holiday hours don't count toward the weekly 40 — they're already premium — but that's a setting if your shop does it the other way.
• Each bucket is priced at the crew member's base rate times the matching multiplier; drive time is paid at base rate. Depending on your Invoice drive time setting, drive is billed as entered on the timesheets, or as one round trip per crew member per continuous stay (out-leg on the first day, return on the last).
• Per diem is added for each day worked at the amount on the entry — pre-filled from your per-diem tiers by the job's drive distance, with the final day of a stay-over paying full, half, or none per your setting.

Because invoices and reports share the same rule engine, the numbers stay consistent across the app.

Hours-only mode

If you've turned off Show employee wages in Settings → Branding, the invoice hides all dollar amounts and shows hours only. Turn wages back on in Settings to see amounts again.

Exporting and sending

• Export the invoice data (CSV, Excel, JSON) from the top-right menu for your records or accounting handoff.
• Email invoice sends the customer a summary (invoice number, period, totals, your payment terms) using your invoice email template — customize it under Settings → Emails. Emailing a draft marks it Sent.
• Print / PDF produces the detailed printable copy — attach it to the email reply if the customer wants line-by-line detail.