Project management workflow: Task details to invoice lines
Invoice work tracked in ClickUp with InvoiceQuickly
This workflow takes the tasks and hours you track in ClickUp and turns the ones you have agreed to charge for into line items on an InvoiceQuickly invoice. You filter a List or Table view, or your Timesheets, to one client and period, decide which tasks are fixed-fee and which are hourly, then type or paste the lines into the invoice editor and check every amount before sending. InvoiceQuickly does not connect to ClickUp, so nothing is read from your Workspace and nothing is written back to it.
How it works
Using ClickUp with InvoiceQuickly, step by step
Step 1: Settle what is billable before you open ClickUp
A task reaching Complete only means the work is finished. Whether it is billed, and how, comes from your agreement with the client: a fixed price for a deliverable, hours at an agreed rate, or nothing because it was internal or goodwill work. On InvoiceQuickly Pro you can send the agreed scope as an estimate first (Invoices, then New estimate); the client accepts or rejects it in their client portal.
Step 2: Build a billing view in ClickUp
Open the client's List and use a List or Table view. Click Filter and combine Status, Assignee, Date closed or Date done for the billing period, and any Custom Field you use for billing. To see hours, click the plus icon at the top right of the task table, choose Add existing fields and toggle on Time tracked; hovering below that column and choosing Calculate, then Sum, gives the total for the filtered tasks.
Step 3: Check which hours are flagged billable
Each ClickUp time entry can be marked billable or non-billable. In the Timesheets Hub (Timesheets in the Global Navigation), the Billing filter shows billable time, non-billable time or both, and owners and admins can open All timesheets to see everyone's entries. A Billable Report card on a Dashboard lists billable entries for a time period and can be exported to CSV, which ClickUp emails to you.
Step 4: Export the view if you want a file to work from
In the List or Table view, click Customize, then Export. Choose Visible columns or All columns, pick CSV or Excel, and for CSV set Time Format to hh:mm so 10 hours and 5 minutes reads 10:05. The emailed download link expires after one hour. ClickUp's pricing page lists Table view export on Business and above.
Step 5: Create the invoice in InvoiceQuickly
Go to Invoices and choose New Invoice. Enter one line per deliverable or per group of hours: Description, Qty and Rate, using Add line item for each. Fixed-fee work is Qty 1 at the agreed price; hourly work is decimal hours at the agreed rate. Add one tax percentage and one discount percentage for the whole invoice if they apply. If you accepted an estimate, choose Convert to invoice on it instead: the lines are copied into a new draft you can still edit.
Step 6: Reconcile, send, then close the loop in ClickUp
Save as Draft and compare the invoice subtotal with your ClickUp numbers, line by line. On Pro, choose Create and email invoice to send it with a PDF and client portal link; on Free, download the PDF and send it yourself. Then move the billed tasks to the status you use for invoiced work and note the invoice number on them, so the next billing view does not pick them up again.
What you get
What this ClickUp workflow gives you
What you get
- You choose every line, so a completed task never reaches the client unless you decided to bill it
- Fixed-fee deliverables and hourly work can sit on the same invoice, each priced the way you agreed
- Hours stay recorded in ClickUp; the invoice shows clean totals the client can check against your report
- An accepted InvoiceQuickly estimate converts into a draft invoice with the same lines, ready to adjust
- Pro adds email delivery with the PDF attached, a client portal and your own Stripe or PayPal payment link
- You can try the workflow on InvoiceQuickly Free, which allows 5 invoices in total and PDF download, before deciding on Pro
Best for
- Freelancers and small agencies who already plan and track client work in ClickUp and send a handful of invoices a month
- Teams that bill some tasks as fixed-price deliverables and others by the hour from ClickUp time entries
- Consultants who want the client to see a short invoice with grouped lines while the detailed hours stay in ClickUp
- Not a fit if you need invoices generated from ClickUp without retyping, many invoices per day from the same data, or time entries pulled in by a tool; a time tracker with its own invoicing, or an automation platform, fits that better
Reference
Where ClickUp data goes on an InvoiceQuickly invoice
ClickUp field names are from its List and Table view export, task data export and time tracking card export. InvoiceQuickly line items have three fields: Description, Qty and Rate.
| ClickUp field | InvoiceQuickly field | How to use it |
|---|---|---|
| Task Name | Description | Start the line with it, then add what the client should recognise, such as the deliverable or the period. Up to 1,000 characters. |
| Time tracked (view column) or Time Tracked Text (card export) | Qty | Convert to decimal hours for hourly lines. The Time Tracked column in a card export is in milliseconds: divide by 3,600,000. |
| Billable (TRUE or FALSE in the card export; Billing filter in Timesheets) | None | Decides whether an entry is considered at all. Leave FALSE entries off the invoice. |
| A Money Custom Field you add, for example Agreed price | Rate (with Qty 1) | For fixed-fee deliverables. Tracked hours on these tasks do not change the line. |
| Time estimate / Time Estimated Text | None | Compare with time tracked to spot overruns before you decide what to bill. It is not a billable amount. |
| Description (the note on a time entry) | Description, or Notes | Use it to add detail the client asked for; put longer breakdowns in the invoice Notes. |
| List Name, Folder Name/Path, Space Name | Client (To name and email) | Tells you which client the work belongs to. The client details themselves are entered in InvoiceQuickly. |
| Assignees / Username | Description (optional) | InvoiceQuickly has no per-person field. Name the person in the description only if the client is billed by role. |
| Date closed, Start Text and Stop Text | Description (period) | Write the period, such as Oct 1-31, into the line. The invoice Issue date and Due date are set separately. |
Scroll sideways to see every column.
Status, priority, tags and comments are used to filter and check the work. They do not map to an invoice field.
Reference
Worked example: one month of ClickUp work for one client (sample data)
Illustrative sample data, not a real client. The agreement: the homepage redesign is a fixed fee of $1,800.00 from an accepted estimate; other client work is billed at $85.00 per hour, rounded to the nearest quarter hour.
| ClickUp task (status, time tracked) | Billing decision | Qty | Rate | Amount |
|---|---|---|---|---|
| Homepage redesign (Complete, 14h 30m billable) | Fixed fee as agreed; hours not billed | 1 | $1,800.00 | $1,800.00 |
| Landing page copy edits (Complete, 6h 45m billable) | Hourly; 6h 45m = 6.75 h | 6.75 | $85.00 | $573.75 |
| Contact form bug fixes (Complete, 2h 20m billable) | Hourly; 2h 20m = 2.33 h, rounded to 2.25 h as agreed | 2.25 | $85.00 | $191.25 |
| Set up staging site (Complete, 1h 30m non-billable) | Internal work; left off the invoice | - | - | $0.00 |
| Invoice subtotal (no tax or discount) | $2,565.00 |
Scroll sideways to see every column.
Check: 1,800.00 + 573.75 + 191.25 = 2,565.00. If the 6h 45m was logged as one time entry, a card export shows it as 24,300,000 in Time Tracked (24,300,000 / 3,600,000 = 6.75).
Setup
Setting it up
You need a ClickUp Workspace where time tracking is turned on (owners and admins activate the Time Tracking ClickApp) and an InvoiceQuickly account; Free works, and Pro adds estimates, email delivery and payment links. A small amount of ClickUp configuration makes each billing run faster. These are suggestions you set up yourself, not settings InvoiceQuickly reads. First, add a Checkbox Custom Field such as Bill client to the client's List, and a Money Custom Field such as Agreed price for fixed-fee tasks. Avoid naming the checkbox Billable, because ClickUp already uses that word for the flag on each time entry and the two are easy to confuse. Second, add a custom status in the Done group, such as Ready to invoice, from the List's List statuses or Task statuses settings. ClickUp lets you create custom statuses in any group except Closed, but you can rename the default Complete status, for example to Invoiced, for that List. Third, keep one List or Table view filtered to Bill client is checked and Status is Ready to invoice, with Time tracked, Agreed price and Date closed shown as columns. Note that ClickUp's Free plan limits Custom Fields (its help centre describes 60 uses), so a field set on every task can run out quickly there. Finally, decide your rounding rule with the client before the first invoice, because InvoiceQuickly stores quantities with two decimal places.
Good practice
Best practices
Price each task when you agree the work, not when you invoice
- Record whether a task is fixed-fee or hourly, and the agreed figure, as you create it. If scope grows, agree the extra in writing, or with a new InvoiceQuickly estimate on Pro, before you bill it. Tracked hours on a fixed-fee task tell you about your margin, not what the client owes.
Convert durations with one rounding rule
- InvoiceQuickly keeps two decimal places in Qty, so 1h 20m becomes 1.33 h and 2h 20m becomes 2.33 h. At $85.00 an hour, 2.33 h is $198.05 while 2.25 h is $191.25. Pick a rule such as the nearest quarter hour, tell the client, and apply it to every hourly line.
Bill closed periods only
- Filter by Date closed or Date done for a period that has ended, such as last month. Invoicing a period that is still open means late time entries land on tasks you have already billed.
Group small tasks into lines the client can read
- Ten five-minute tasks make a cluttered invoice. Combine related tasks into one line, such as Website fixes, Oct 1-31, and send the ClickUp export or Timesheet as backup if the client wants the detail.
Mark tasks invoiced the moment you send
- Move billed tasks to your Invoiced or Complete status and add the InvoiceQuickly invoice number in a comment or Text Custom Field. InvoiceQuickly does not update ClickUp, so this step is the only thing that stops double billing.
Troubleshooting
Common issues
Some tasks are missing from the exported file
- ClickUp does not export collapsed groups, so expand every group in the view first. Closed tasks are hidden in List view by default: turn on Show closed, or export Visible columns, which includes closed tasks. To include subtasks, choose As separate tasks in List view or turn on Showing Subtasks in Table view before exporting.
Time Tracked shows a number like 24300000
- That column in a time tracking card export is in milliseconds. Use the Time Tracked Text column instead, or divide by 3,600,000 to get hours. For a List or Table view export, set Time Format to hh:mm before downloading.
You cannot mark time as billable or export the view
- Both depend on your ClickUp plan. ClickUp's pricing page lists Advanced Time Tracking as a trial on Free, Core and Business, and Table view export on Business and above. Without them, add the Time tracked column, use Calculate and Sum, and copy the totals into InvoiceQuickly by hand, using a Bill client checkbox to mark billable tasks.
The invoice total does not match ClickUp's total
- Usually one of three things: non-billable entries were included in the ClickUp sum, hours were rounded differently on the invoice, or a fixed-fee task was counted by its hours. Rebuild the comparison line by line from the worked example's columns: tracked time, billing decision, Qty, Rate.
Scope
What this workflow does not do
- InvoiceQuickly has no ClickUp connection or importer: it does not read your tasks, time entries or Custom Fields, and it cannot load a ClickUp CSV. You type the lines, or paste a summary into the draft box.
- Nothing goes back to ClickUp. InvoiceQuickly does not change task statuses or mark time entries as invoiced; you do that in ClickUp.
- InvoiceQuickly has no timer or time tracking. ClickUp, or another tracker, stays the record of hours.
- Each invoice line is Description, Qty and Rate, with up to 100 lines, one tax percentage and one discount percentage per invoice. There are no per-line taxes, per-person fields or task links.
- The optional AI draft sends the text you paste, up to 5,000 characters, to OpenAI. It only fills the editor; every line must be checked before saving, and the Free plan includes 3 drafts in total.
- ClickUp features used here depend on your ClickUp plan: the billable flag is part of its advanced time tracking, Timesheets are listed on Business and above, and so is Table view export.
Questions
ClickUp and InvoiceQuickly: questions
Does InvoiceQuickly integrate with ClickUp?
No. There is no connection between the two. You filter and export your work in ClickUp, then enter the billable items in InvoiceQuickly's invoice editor yourself, or paste a short summary into the AI draft box and review the result.
Is every completed ClickUp task billable?
No. Complete is a workflow status, not a billing decision. Internal work, fixes for your own mistakes, work covered by a fixed fee and anything outside the agreed scope may not be chargeable. Decide per task from what you agreed with the client, and use a checkbox Custom Field or a Ready to invoice status to make that decision visible in ClickUp.
How do I bill a fixed-price task that took longer than planned?
Bill the agreed price as one line with Qty 1, whatever ClickUp's Time tracked shows. If the extra time came from new requests, agree the extra scope with the client first, for example with a new InvoiceQuickly estimate on Pro, then bill it as its own line.
Which ClickUp plan do I need for this?
None in particular: you can filter a List view and copy totals on any plan. ClickUp's pricing page (accessed October 28, 2026) lists Time Tracking as a trial on Free, Advanced Time Tracking, which covers billable flags, as a trial on Free, Core and Business, and Timesheets and Table view export on Business and above. Check the page for your plan before relying on them.
Can I paste a ClickUp export into InvoiceQuickly?
Not as a file. Copy a short list of the tasks you decided to bill, with hours or agreed prices, into the Describe what you need to bill box (5,000 characters at most) and choose Generate draft. OpenAI receives that text and returns draft lines, which you must check against ClickUp before saving. Free includes 3 AI drafts; Pro is unlimited.
How do I avoid billing the same ClickUp task twice?
Bill from a view filtered to a status such as Ready to invoice and a closed period. As soon as the invoice is sent, move those tasks to Invoiced or Complete and write the InvoiceQuickly invoice number on them. The next billing view then excludes them.
Sources
Official documentation
The ClickUp steps on this page follow these official pages. Menus and plan limits change, so check them before you rely on a detail.
- ClickUp pricing and plan feature table (checked 2026-10-28)
- ClickUp Help: Time Tracking feature availability and limits (checked 2026-10-28)
- ClickUp Help: Timesheets Hub (checked 2026-10-28)
- ClickUp Help: Export List and Table views (checked 2026-10-28)
- ClickUp Help: Export data from time tracking cards (checked 2026-10-28)
- ClickUp Help: Filter and search tasks in List view (checked 2026-10-28)
- ClickUp Help: Manage task statuses (checked 2026-10-28)
- ClickUp Help: Custom Field types (checked 2026-10-28)
Create your first invoice
The Free plan covers 5 invoices in total with PDF download. Pro is $9/month for unlimited invoices, email delivery and Stripe or PayPal payment links.
Start freeLast verified: October 2026