How to Convert Timesheet Entries to Labour Bills and Client Invoices

Modified on Fri, 3 Oct at 4:02 PM

Getting Started: Creating a Bill or Client Invoice from Timesheets

To begin creating a Labour Bill or Client Invoice from timesheet entries, navigate to your project's Timesheets sub-tab. This will open to the Details tab by default.

Filtering Timesheet Entries

You can refine the list of entries using the available filters:

  • Date range

  • User group (e.g. timesheet users, site staff, or other roles)

  • Individual user

  • Task or Tags

  • Approval status of the timesheet entries

Viewing Timesheet Details

The page will display each timesheet entry in date order, based on your selected filters. For each entry, the following details are shown:

  • Date and day of the entry

  • User name

  • Associated task or tag (if any)

  • Payroll entry type

  • Start and finish times

  • Total time logged

  • Break duration

  • Net time (excluding breaks)

  • Any timesheet notes (clickable for review)

This view gives you a complete breakdown of logged work, enabling accurate billing and invoicing directly from timesheet data.


Charging Timesheet Entries to Your Client

When you're ready to charge timesheet entries to your client, go to the Details page under your project's Timesheets sub-tab.

  1. Select Approved Entries
    Approved entries are marked with a green tick on the far right of each row.
    To quickly select all billable (approved) entries, click the "Select Billable" dollar icon located to the left of the Date column header.

  2. Convert to Bill
    After selecting your entries, a floating footer will appear. Click the "Convert to Bill" button in the footer.

  3. Choose Bill Format
    A Convert to Bill pop-up will appear.
    Use the "Create as*" drop-down to choose how you want the entries to be displayed in the Labour Bill (e.g. grouped by user, by task, as individual lines, etc.).

  4. Complete the Process
    Once you’ve selected your preferred format, click "Convert to Bill" to generate the Labour Bill.


  • Individual Items

Selecting Individual Items will create a separate line item on the Labour Bill for each individual timesheet entry. Each line will be grouped by user, meaning each user's entries appear as distinct lines.

Additional Options:

When using this format, you can also choose to:

  • Include Notes
    Appends any timesheet notes to the end of the description on each line item.

  • Include Timesheet Dates
    Adds the timesheet date at the beginning of the description, before the user's name.

This option gives you the most detailed breakdown of time worked, ideal for clients who require full transparency or itemised reporting.

  • Consolidate – Single Line Item

 Selecting Consolidate – Single Line Item will combine all selected timesheet entries into a single line item on the Labour Bill, labelled Labour

This option totals all hours, costs, and sell prices across the selected entries, and calculates an average where necessary to create one clean, summarised bill line.

 

When you click 'Convert to Bill', the Labour Bill will display: 

  • Description: Labour

  • Unit of Measure: Hour(s)

  • Quantity: Total number of hours

  • Cost Price: Average cost across all entries

  • Markup %: Calculated as a percentage based on the cost and sell prices

  • Sell Price: Total sell price, based on user profile or project-specific overrides

  • Tax Rate: No Tax

  • Line Total: Total invoiced amount

 Note: Minor rounding differences may occur due to the aggregation of multiple entries and values.


  • Consolidate - Grouped by Tasks 
    - This option groups timesheet entries by task - as single line items for each task on the bill. There may be small rounding differences here due to needing to add all of the different totals.

  •  Consolidate - Grouped by User
    - This option groups timesheet entries by each user adding up all their hours into a single line per user. 


Note: Labour Bills created within the Timesheets feature are not sent to Xero by default. To send a Labour Bill to Xero, you must manually select the "Enable Sending to Xero" option and click the "Enable" button. This will send the bill to Xero as a draft Labour Bill.

Please also note that Credit Notes created from Bills will only be sent to Xero if the original Bill was enabled for sending.

Creating a Client Invoice from a Labour Bill

Once you’ve billed the timesheet entries, you can generate a client invoice directly from the Labour Bill in the timesheets model.

Steps:

  1. Navigate to the Bills In sub-tab inside the timesheets Project Tab

  2. Select the bill(s) you want to invoice.

  3. The "Convert to Invoice" bar will appear at the bottom of the screen — click it to proceed.

  4. You’ll be taken to the Invoice Creation page. Review the details, make any necessary adjustments, and then create the invoice.

  5. Once ready, you can send the invoice to Xero.


Financial Status Column and Filter

On the Project Timesheets > Details page, the Financial Status column provides a quick view of the billing and invoicing state of each timesheet entry. It indicates whether entries are:

  • Not Billed

  • Billed

  • Billed but Not Invoiced

  • Invoiced


The Financial Status column indicates whether each timesheet entry has been Billed and/or Invoiced. An entry with neither is unbilled and uninvoiced. 



Bills In and Invoices Out Sub-Tabs

The Bills In and Invoices Out sub-tabs provide shortcuts to view Labour Bills, Invoices, and related Credit Notes that were created specifically via the Timesheets sub-tab.

Only documents generated through the Timesheets feature will appear in these views.

When viewing these sub-tabs within the FMS, any document created via Timesheets will display a small Timesheets 'clock' icon. Clicking this icon will take you directly back to the relevant project's Timesheets page, allowing for quick and easy navigation.

 



To go back to the overview for ALL Timesheets Advanced features, click here 



Are you ready to use Rave's Advanced Timesheets?
If you would like to add the  Advanced Timesheets module on to your Rave set-up, please contact us via help@ravebuild.co.nz  


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