Time tracking workflow: Summary report to lines
Clockify to InvoiceQuickly: turn billable hours into invoice line items
This workflow takes the billable time you track in Clockify and turns it into line items on an InvoiceQuickly invoice. You filter a Clockify Summary report to one client, one billing period and billable time, group it by project and task, then enter each group in the invoice editor as hours (Qty) at your hourly rate (Rate). If you prefer, paste the grouped totals into the draft box and check every line it fills in. Either way you compare the invoice subtotal with Clockify's report total before anything reaches your client.
How it works
Using Clockify with InvoiceQuickly, step by step
Step 1: Filter a Clockify Summary report to one client and billable time
In Clockify, open Reports > Summary. Click the dates at the upper right and pick the billing period, for example Last month. Choose the client in the Client filter, choose Billable in the Status filter, then click Apply Filter. On Clockify's Free plan a report covers at most one month.
Step 2: Group the table by Project, then Task
Scroll to the table and set the Group by dropdowns to Project, then Task. Each row now shows the hours and billable amount for one task. If several people on the same task bill at different rates, add User as a third level so every row has a single rate. Click the Save icon at the top of the page to keep these filters for next month.
Step 3: Read the hours in decimal and confirm each rate
Set Workspace settings > Time tracking > Duration format to Decimal (a paid-plan option) so 4 h 20 min shows as 4.33 rather than 4:20:00. To see the exact rate Clockify applied, click a row to open the Detailed report with the same filter, or export the Detailed report to CSV or Excel, which includes duration, billable rate, billable amount and currency for every entry.
Step 4: Create the invoice and add one line per group
In InvoiceQuickly choose New Invoice, enter the client name and pick the invoice currency. For each Clockify row, choose Add line item and fill in Description (for example, Website redesign: Front-end build, Oct 1 to 31, 2026), Qty (decimal hours, two decimal places) and Rate (the hourly rate). The Amount column shows Qty x Rate as you type.
Step 5: Or paste the grouped totals into the draft box
Above the editor, under Describe what you need to bill, paste a short text version of the grouped rows (client, task, hours, rate) and choose Generate draft. The text is sent to OpenAI, and the result fills the editor form without saving it. Check every description, quantity and rate against Clockify before you continue.
Step 6: Match the totals, send, then mark the time as billed in Clockify
Compare the invoice Subtotal with the Clockify report total; a gap of a few cents points to rounding (see the worked example). Choose Save as Draft, or Create and email invoice on Pro. Then, in Clockify's Detailed report, select those entries with Bulk edit and choose Mark as invoiced, or add an Invoiced tag if your plan has no invoicing.
What you get
What this Clockify workflow gives you
What you get
- Clients see one line per project and task with hours and rate, instead of a single lump sum they have to question
- The rate you type is the one Clockify already applied to that time, including project, task and member-specific rates
- You choose the detail level per client: one line per project, per task, or per person
- Nothing is sent until you choose to: the invoice stays a draft while you check it against the report
- Hourly lines can sit next to fixed-fee or expense lines on the same invoice, up to 100 lines
- On Pro, the finished invoice can carry a Stripe or PayPal payment link for the balance, paid into your own account
Best for
- Freelancers and consultants on Clockify Basic who invoice each client once a month from a saved report
- Small teams where several people log time to one client and the invoice needs a line per task or per person
- Businesses that bill some clients hourly from Clockify and others at fixed fees, and want every invoice in one tool
- Not a fit if each invoice has dozens of individual entries you want listed one by one: typing them is slow, and Clockify's own invoicing on Standard and above imports entries as lines for you
Reference
Worked example: four Clockify groups become four invoice lines
Example data, not a real client. A Summary report for October 2026, filtered to one client and Billable, grouped by Project > Task, with decimal duration on.
| Clockify row (Project > Task) | Clockify hours | Rate | Clockify amount | InvoiceQuickly Qty | Invoice line (Qty x Rate) |
|---|---|---|---|---|---|
| Website redesign > Wireframes | 12.50 | $95.00 | $1,187.50 | 12.50 | $1,187.50 |
| Website redesign > Front-end build | 18.25 | $110.00 | $2,007.50 | 18.25 | $2,007.50 |
| Website redesign > Client meetings | 3.75 | $95.00 | $356.25 | 3.75 | $356.25 |
| Support > Bug fixes (4 h 20 min) | 4.33 | $85.00 | $368.33 | 4.33 | $368.05 |
| Total | 38.83 | $3,919.58 | 38.83 | $3,919.30 |
Scroll sideways to see every column.
The first three rows match exactly because their hours fit two decimal places. The last row does not: Clockify shows 4.33 h but values it from the full 4.3333 h (4.3333 x $85.00 = $368.33), while InvoiceQuickly stores Qty to two decimal places (4.33 x $85.00 = $368.05). That leaves the invoice 28 cents below the report. To make them agree, round time in Clockify to 6-minute steps (0.1 h) before you copy, or enter that row as Qty 1 at Rate 368.33 and write 4 h 20 min at $85/h in its description.
Reference
Clockify export fields and where they go in InvoiceQuickly
Use this when you work from a Detailed report export rather than the Summary table.
| Clockify field | InvoiceQuickly field | How to handle it |
|---|---|---|
| Client | Client name | Make one invoice per client; filter the report to that client first |
| Project, Task, Description | Line item Description | Combine them, for example Website redesign: Wireframes; up to 1,000 characters per line |
| Duration (decimal format) | Qty | Sum the entries for the group and round to two decimal places |
| Billable rate | Rate | The hourly rate; if a group mixes rates, split it into one line per rate |
| Billable amount | Amount (calculated) | Not typed in; use it to check that Qty x Rate matches |
| Currency | Currency | The editor offers USD, EUR, GBP, CAD, AUD, INR and PKR |
| Start date, End date | Description or Notes | Lines have no date field, so state the period in the description or the invoice Notes |
| User | Description (optional) | Add the person's name only if you bill per person |
| Billable status | Not copied | Filter to billable time before you copy anything |
| Tags | Not copied | Useful for flagging one-off rates or time you have already invoiced |
Scroll sideways to see every column.
Field names follow Clockify's export documentation; the header row in your file may be worded slightly differently. Tax and discount in InvoiceQuickly are one percentage each for the whole invoice, so set them once instead of per line.
Setup
Setting it up
In Clockify you need billable rates turned on: Workspace settings > Finances, with Activate billable hours on and a workspace, project, task or member rate set. Clockify lists billable rates, CSV and Excel export, decimal duration format and bulk edit as Basic plan features; as of October 28, 2026 its pricing page shows Basic at $3.99 per seat per month billed annually or $4.99 billed monthly, and every user on your Team page takes a seat. On the Free plan you can still read hours from a PDF export and apply your own rate in InvoiceQuickly, but reports cover at most 31 days and show no billable amounts. Set a project rate for each client contract so the hours and the rate you copy always come from the same place, and save the filtered Summary report so next month starts with one click. In InvoiceQuickly, the Free plan allows 5 invoices in total and 3 AI drafts; Pro ($9/month) removes those limits and adds email delivery, the client portal and payment links. Before the first real invoice, run one month through the steps and check that the invoice subtotal matches the Clockify report total to the cent.
Good practice
Best practices
Bill closed periods only
- Invoice a period after it ends, such as October on November 1, and always use the same boundaries. Never bill a range that overlaps one you have already billed. This date-range rule is the simplest guard against double billing, and it is the only one available if your Clockify plan has no invoicing.
Record what you billed in Clockify straight away
- On Standard and above, select the billed entries in the Detailed report with Bulk edit and choose Mark as invoiced; they get a green Invoiced label, and the Status filter can then show only time not yet invoiced. On Basic, create an Invoiced tag and apply it with Bulk edit. InvoiceQuickly cannot do this step for you.
Decide rounding once, in Clockify
- Clockify's Round time in reports option (Standard and above) rounds each entry first, then adds them up, and uses the rounded time for billable amounts and exports. Rounding to 6, 12, 15 or 30 minutes gives hours that fit two decimal places exactly, so the invoice and the report agree. Tell clients what increment you use.
Check rates before you copy them
- When several rates apply, Clockify uses the most specific one: a project member rate beats a task rate, and both beat the workspace rate. A rate change applies only to new entries unless you apply it to past ones, and approved entries keep their rate until the timesheet is withdrawn. Fix the rate in Clockify, not by editing the invoice line.
Troubleshooting
Common issues
The invoice subtotal is a few cents lower or higher than Clockify's total
- Clockify calculates amounts from unrounded durations, while an InvoiceQuickly quantity has two decimal places. A 20-minute entry is 0.3333 h in Clockify but 0.33 h on the invoice. Clockify's own invoices round imported time to two decimals as well, so the gap is not specific to InvoiceQuickly. Turn on rounding to 6-minute steps in Clockify before copying, or bill that row as Qty 1 at Clockify's exact amount and put the hours in the description.
A row's amount is not hours times any single rate
- The group mixes entries billed at different rates, for example two people on the same task with different project member rates. Add User as another Group by level, or open the Detailed report for that row and split it into one invoice line per rate.
Clockify shows $0 or an old rate for some entries
- A more specific rate is overriding the one you set; a $0 project member rate, for instance, beats a $95 project rate. Check the project's Access tab, then its Tasks tab, then its Settings tab. If you changed a rate recently, apply it to past entries from the rate settings, or toggle the $ icon off and on for those entries. Approved entries stay locked until the timesheet is withdrawn.
There is no CSV or Excel option, or the date range stops at a month
- Those are Free plan limits in Clockify: exports are PDF only and reports cover up to 31 days. Read the grouped hours from the PDF, or move the workspace to Basic or higher for CSV and Excel exports, billable amounts and longer ranges.
Scope
What this workflow does not do
- InvoiceQuickly has no link to Clockify: it cannot read your workspace, reports or export files, and changes in one app never appear in the other.
- InvoiceQuickly has no timer, time tracking or time-entry importer. Hours reach an invoice only when you type them or paste them into the draft box.
- InvoiceQuickly cannot mark Clockify entries as invoiced. Do that in Clockify, or keep to non-overlapping billing periods.
- Quantities are stored to two decimal places, lines have no date or per-person field, and tax and discount are one rate each for the whole invoice.
- Generate draft sends the text you paste to OpenAI, can misread or merge lines, and is limited to 3 drafts in total on the Free plan.
- Billable rates and CSV or Excel exports need a paid Clockify plan (Basic or higher); Mark as invoiced and time rounding need Standard or higher.
Questions
Clockify and InvoiceQuickly: questions
Does InvoiceQuickly import time entries from Clockify?
No. There is no Clockify connection and no file importer. You copy the grouped hours and rates from a Clockify report into the invoice editor, or paste them as text into the draft box and check the result. For a monthly invoice with a handful of project and task rows, that takes a few minutes.
Which Clockify plan does this workflow need?
Free works if you only need hours: export the Summary report as a PDF and apply your rate in InvoiceQuickly, keeping each report to 31 days. Basic adds billable rates and amounts, CSV and Excel exports, decimal duration and bulk edit. Standard adds Mark as invoiced and time rounding. Clockify's pricing page on October 28, 2026 listed Basic at $3.99 and Standard at $5.49 per seat per month billed annually ($4.99 and $6.99 billed monthly).
Should I use Clockify's own invoicing instead?
If you are on Clockify Standard or above and only need invoices for tracked time, probably yes. Clockify's Import time and expenses brings uninvoiced billable time into an invoice as single, detailed or grouped lines and marks those entries invoiced, so nothing is retyped. InvoiceQuickly fits better when you are on Clockify Free or Basic and do not want to upgrade every seat, when you also invoice work that is not tracked in Clockify, or when you want InvoiceQuickly Pro's Stripe or PayPal payment links, email delivery and client portal. For one person, Clockify Basic plus InvoiceQuickly Pro costs more than Clockify Standard alone.
How do I keep Clockify time from landing on two invoices?
Use two habits together. Bill only closed, non-overlapping periods, such as calendar months after they end. Then flag the billed time in Clockify straight after sending: Mark as invoiced in the Detailed report on Standard and above, or an Invoiced tag applied with Bulk edit on Basic. Next month, filter the report so that time is excluded.
Can I paste a Clockify export into the AI draft box?
Paste a short grouped summary, not a raw file: one line per row with the task, hours and rate, plus the client name. The box accepts up to 5,000 characters. The text goes to OpenAI, and the draft only fills the editor, so check each line's quantity and rate against Clockify before you save. Free accounts get 3 drafts in total; Pro has no draft limit.
How should I round hours for the invoice?
Pick one increment, set it in Clockify's Round time in reports option, and use it for every invoice to that client. Six-minute rounding (0.1 h) fits two decimal places exactly, as do 12, 15 and 30 minutes, so Clockify's total and the invoice subtotal match. Without rounding, copy decimal hours to two places and expect differences of a few cents.
Sources
Official documentation
The Clockify steps on this page follow these official pages. Menus and plan limits change, so check them before you rely on a detail.
- Clockify Help: Billing tracked time (checked 2026-10-28)
- Clockify Help: Filter reports (checked 2026-10-28)
- Clockify Help: Summary report (checked 2026-10-28)
- Clockify Help: Export reports (checked 2026-10-28)
- Clockify Help: Overview of hourly rates (checked 2026-10-28)
- Clockify Help: Time rounding (checked 2026-10-28)
- Clockify Help: Create & manage invoices (checked 2026-10-28)
- Clockify pricing (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