Time-billing

Time-based billing, or time-billing in short, lets you invoice your clients for the actual hours or duration your team spends on their projects and services. This is a good approach when the project scope is not known upfront and may evolve during the project.

Alternatively, if you don't do time-billing, you can allocate time entries and external costs to existing invoices.

1. Creating an invoice from time entries

You can bill your clients for the time spent on project activities in the following two views in Scoro:

• The Time tab in the project detailed view
  
• Detailed work report under Reports > Work > Detailed report. When billing your client from the detailed work report, make sure to filter out the relevant activities first (e.g., a specific team member's activities or project-related activities that are not billed).
  

To bill your client from either of the views mentioned above:

1. Select the necessary activities:
   • If billable time is enabled on your site, you can select only billable time entries.
   • If you’ve linked activity types to your products, you can select only time entries that are linked to an activity type.
   • To bill activities without an activity type, ensure that the Simplified time-billing toggle is enabled under Settings > Work and projects > Billable time. Once enabled, you can manually link these activities to the relevant product or service in your database while modifying the invoice details.
2. If your site uses activity confirmation and the selected activities include unconfirmed ones (indicated by a grey thumbs-up icon), click the Confirm button to confirm them.
   
3. Click the Create invoice button. If you have bills or expenses linked to the project, after clicking the Create invoice button, additional selections will appear so you can determine what to invoice:
   • Select For time only if you want to invoice your client for the selected activities without including the related bills and expenses.

   • Select With related bills and expenses if you want to include the project-related bills and expenses on the invoice.
     

     Note! Only bills with the Chargeable to the client checkbox ticked can be used for invoicing.
     
4. On the invoice details, you can see the respective role or service prices for each activity. Add or modify the invoice details as needed, and theick Save to create the invoice.
   

To understand which activities have been billed, open the Time tab or the detailed work report and check the icons on the right side of the rows:

• Green billing icon – activity is already billed (click the icon to view the relevant invoice(s))
• Grey billing icon – activity is not billed yet

2. Invoicing for multiple projects at once

If you are working on several projects for the same client, you can consolidate all billable activities into a single invoice using the detailed work report:

1. Filter the detailed work report to display activities you want to bill.
   • Use the Contact filter to filter out projects and activities related to the necessary client.
   • Set Projects as the primary grouping option and Tasks/events as the secondary one to make it easier to distinguish which activities belong to each project.
2. Select the activities you'll bill your client for and click the Create invoice button. If the activities have related bills and expenses, you can include them.
   
3. Scoro automatically applies service prices as the pricing method, and the Project on each line selection in the Project field, with the respective projects listed on each invoice line. Modify any other details on the invoice and save it.
   

Once saved, you can send a single invoice to your client, and the billed activities will be marked accordingly in Scoro. 

3. Role prices vs service prices

When using role prices, all the time entries and events you invoice will automatically take the selling price of the role assigned to the doer. Read more about roles and the logic of role-based prices.

When using service prices:

• If you’ve created your project and tasks from a quote, all the time entries and events you invoice will automatically take the selling price from the quote.
• If you haven’t created your project and tasks from a quote, your time entries can also take their selling price from the product/service rate card with the help of activity types. This means each task must have an activity type, which is linked to a service or product with a selling price. Read more about linking an activity type to a product/service.

The pricing method can be chosen when you’re:

• Compiling a quote – choose between role or service prices from the Pricing method dropdown field.
  
   
• Creating a project that doesn’t have a quote – select role or service prices in the Revenue calculation dropdown field in the Budget settings tab.