Time tracking workflow: Billable hours to lines
Invoice Toggl Track hours with InvoiceQuickly
This is a manual workflow for billing hours you tracked in Toggl Track, or in the new Toggl that Toggl made its flagship product in September 2026. You filter one client's billable time for the billing period in Toggl's reports, keep an export of that report, and enter each project's hours and rate as a line item in the InvoiceQuickly invoice editor, where you review the totals before sending. InvoiceQuickly has no timer and no connection to Toggl, so hours reach the invoice only when you type them, or paste a short summary into the AI draft box and check every line it fills.
How it works
Using Toggl Track with InvoiceQuickly, step by step
Step 1: Set billable rates and rounding in Toggl first
In Toggl Track, billable rates are a Starter plan feature and can be set for the workspace, a workspace member, a project, a project member or a task; the most specific rate wins. Rounding is a paid plan feature: in Reports, choose Rounding next to the Export button, then pick up, down or nearest and an interval from 1 minute to 4 hours. On the Free plan you can still invoice: you type the rate in InvoiceQuickly instead.
Step 2: Filter the Summary report to one client and period
Open Reports in the Toggl Track sidebar and select the Summary tab. Use the Date Selector at the upper left for the billing period, then Add Filter for the client (and project, if you invoice per project). Group by project to get one row per project. The Summary bar can show Billable Hours and Revenue, which Toggl calculates as billable hours times billable rate in each currency. In the new Toggl, the matching reports are Summary and Time Logs.
Step 3: Switch to Detailed if the client wants every entry
Select Detailed from the top of the Reports screen to list each time entry with its description and duration. Use it when the client expects an itemized invoice, or to check that no non-billable or wrongly assigned entries are hiding in the period before you total it.
Step 4: Export the report and keep it with the invoice
Choose Export at the top right and download a PDF, CSV or Excel file. CSV and Excel are paid plan features in Toggl Track; PDF is the option on Free. This file is your record of the hours if the client asks how a total was reached, and you can attach or send it alongside the invoice.
Step 5: Enter the lines in InvoiceQuickly
Go to Invoices, choose New Invoice, and fill Client Details (Select existing client, or New / Manual entry) and Invoice Details (Issue date, Due date, Currency, Tax %). Under Line Items, enter one row per Toggl project or task: Description, Qty for the hours in decimal form, and Rate. InvoiceQuickly shows each line's Amount as Qty times Rate and adds them into the subtotal. Compare that subtotal with Toggl's Revenue figure before you save.
Step 6: Save, send, then tag the hours as billed in Toggl
Choose Save as Draft and download the PDF, or on Pro choose Create and email invoice. Back in Toggl, add a tag such as invoiced to the entries you just billed and exclude that tag when you filter the next period's report. Toggl suggests this tag approach because Track has no built-in way to mark entries as paid.
What you get
What this Toggl Track workflow gives you
What you get
- The invoice is built from the hours and rates Toggl already calculated, checked against the report's Revenue total rather than retyped from memory
- You choose the level of detail: one line per project from the Summary report, or one per task or entry from the Detailed report
- The exported Toggl report stays with the invoice as evidence of the hours behind each line
- InvoiceQuickly keeps the client record, invoice number, PDF and payment status; Pro adds email delivery, reminders, a client portal and Stripe or PayPal payment links
- Works when your Toggl workspace is on the Free plan: read the hours from the Summary report and enter your rate in InvoiceQuickly
- You never give InvoiceQuickly a Toggl password or API token, because nothing is fetched from Toggl
Best for
- Freelancers and consultants who track in Toggl Track and want invoices with reminders and card or PayPal payment links on InvoiceQuickly Pro
- Small agencies billing several projects to one client each month, one line per project
- Hourly retainers where the client wants a monthly invoice plus the Toggl report as backup
- Teams moving from Toggl Track to the new Toggl who want an invoicing step that does not depend on which Toggl app holds the hours
- Not a fit if you bill hundreds of entries per invoice (InvoiceQuickly allows up to 100 lines), need a different tax rate per line, or expect hours to appear on invoices without anyone entering them
Reference
Where each Toggl report field goes on the invoice
Left: fields in Toggl Track reports and its CSV layout (check the headers in your own export, which depend on your settings). Middle: labels in the InvoiceQuickly invoice editor.
| Toggl Track field | InvoiceQuickly field | How to carry it over |
|---|---|---|
| Client (report filter or column) | Client Details: Select existing client | Create the client once in InvoiceQuickly and reuse it each period. |
| Project (Summary row) or Task | Line Items: Description | Add the period, e.g. "Website redesign, Oct 1 to 31, 2026", so the client can match it to the export. |
| Description (Detailed report entry) | Line Items: Description | Only if you itemize by entry. Edit internal notes before they reach the client. |
| Duration, after rounding | Line Items: Qty | Convert to decimal hours: 18 h 15 min is 18.25. Keep at most two decimals. |
| Billable rate (from rate settings) | Line Items: Rate | Use the rate Toggl applied. If entries on one project carry different rates, use one line per rate. |
| Amount or Revenue | Line Items: Amount (calculated) | Do not type it: InvoiceQuickly calculates Qty times Rate. Use Toggl's figure only as a check. |
| Billable (yes or no) | No field | Bill only billable time. Leave non-billable entries out of the invoice. |
| Project or workspace currency | Invoice Details: Currency | InvoiceQuickly offers USD, EUR, GBP, CAD, AUD, INR and PKR, one currency per invoice. |
| Tags | No field | After sending, tag the billed entries (for example invoiced) in Toggl. |
Scroll sideways to see every column.
Reference
Worked example: one month for one client
Example data only. A Toggl Track Summary report for a sample client, October 1 to 31, 2026, grouped by project, with rounding set to round up to 15 minutes on individual entries.
| Toggl project | Billable time | Decimal hours (Qty) | Billable rate (Rate) | Line amount |
|---|---|---|---|---|
| Website redesign | 18 h 15 min | 18.25 | $95.00 | $1,733.75 |
| Monthly SEO support | 6 h 30 min | 6.50 | $80.00 | $520.00 |
| Bug fixes | 3 h 45 min | 3.75 | $95.00 | $356.25 |
| Internal planning (non-billable) | 2 h 00 min | Not invoiced | None | $0.00 |
| Invoice subtotal | 28 h 30 min billable | 28.50 | $2,610.00 |
Scroll sideways to see every column.
Check: 18.25 x 95 = 1,733.75; 6.50 x 80 = 520.00; 3.75 x 95 = 356.25; total 2,610.00, which should equal the report's Revenue for billable time. Tax % is 0 here; InvoiceQuickly applies one tax rate to the whole invoice.
Setup
Setting it up
Before the first invoice, decide three things in Toggl. First, rates: on Toggl Track Starter or higher, set billable rates at the most useful level, usually the project. Note that on Starter, changing a rate later updates it for all past data, so invoice the period before you change a rate; Premium and Enterprise can change rates without altering past reports. Second, billable status: mark client projects billable, and consider the workspace setting that stops non-billable entries on billable projects. Third, rounding: pick an interval that divides an hour into clean decimals (6, 12, 15, 30 or 60 minutes) so every duration becomes a quantity with two decimals or fewer. In InvoiceQuickly, add the client once, with the email address you bill, and choose the invoice currency that matches the Toggl project's currency. On the Free plan you can create 5 invoices in total and download PDFs; email delivery, reminders and payment links need Pro at $9 a month. If you want to try the AI draft, paste only the summary rows (project, hours, rate), not a full CSV: the box accepts up to 5,000 characters, the text is sent to OpenAI to produce the draft, and Free includes 3 drafts in total.
Good practice
Best practices
Round in Toggl, to an interval that gives clean decimals
- InvoiceQuickly stores quantity with two decimals. Toggl prices 7 h 50 min at $90 an hour as $705.00, but 7.83 hours in InvoiceQuickly is $704.70. Rounding to the nearest 6 minutes turns that entry into 7 h 48 min, exactly 7.8 hours, so both apps agree at $702.00.
Check against Toggl's total, not its displayed rows
- Toggl Track rounds each displayed amount up to two decimals but calculates the report total from unrounded values, so hand-adding the rows can be off by a few cents. Compare your InvoiceQuickly subtotal with the report's Revenue total.
Invoice before you change a rate
- On Toggl Track Starter, editing a billable rate recalculates all past data, so a report you run after a rate change will not match an invoice you sent before it. Export the period, invoice it, then change the rate.
Name the period in every line
- Put the date range in the line description or Notes, for example "Oct 1 to 31, 2026". It lets the client match the invoice to your Toggl export and lets you see at a glance which periods are already billed.
Close the loop in Toggl after sending
- Tag the billed entries and filter that tag out of the next report. Neither Toggl Track nor InvoiceQuickly marks time as invoiced on its own, and this is the step that prevents billing the same hours twice.
Troubleshooting
Common issues
The InvoiceQuickly subtotal is a few cents off Toggl's Revenue
- Usually a quantity with more than two decimals, such as 7.8333 hours entered as 7.83, or a comparison against hand-added rows instead of Toggl's total. Turn on rounding at 6, 12, 15 or 30 minutes and re-run the report, or bill the rounded hours and note the method on the invoice.
The Toggl report shows hours but no amounts
- Amounts need billable rates, which are a Starter plan feature in Toggl Track, and the entries must be billable. On the Free plan, read the hours from the report and enter your rate in InvoiceQuickly's Rate field.
There is no CSV or Excel option when exporting
- CSV and Excel exports are paid plan features in Toggl Track. Export a PDF instead, or copy the project totals from the Summary report on screen. A blank report usually means the date range is not set; pick it with the Date Selector.
The AI draft put the wrong hours or rates on a line
- Edit the Qty and Rate fields directly; the draft is only a starting point and is not saved until you save it. Paste a short list such as "Website redesign 18.25 h at $95" rather than a raw export with start and end times, which the model can misread.
Scope
What this workflow does not do
- InvoiceQuickly does not connect to Toggl Track or the new Toggl and cannot read your workspace. Every line is typed, or pasted into the AI draft box and reviewed.
- There is no timer, time tracking or CSV importer in InvoiceQuickly, so hours are not tracked or loaded there.
- Nothing is sent back to Toggl: billed entries stay unmarked until you tag them yourself.
- Quantities are stored with two decimals, there is one tax rate per invoice, and an invoice can have up to 100 lines.
- AI drafts send the pasted text to OpenAI; Free includes 3 drafts in total and every drafted line needs checking.
- Email delivery, reminders and payment links are Pro features; the Free plan allows 5 invoices in total with PDF download.
Questions
Toggl Track and InvoiceQuickly: questions
Does InvoiceQuickly integrate with Toggl Track?
Not through a connection. InvoiceQuickly cannot log in to Toggl or fetch time entries. The workflow on this page uses Toggl's own reports and exports: you filter the billable hours there and enter them as line items in InvoiceQuickly.
Is Toggl Track still available, or should I use the new Toggl?
Both, as of October 28, 2026. Toggl says the new Toggl (formerly called Toggl 2.0) became its flagship product in September 2026, and that Toggl Track remains available and supported for existing users with no sunset date. Toggl Track data can be imported into the new Toggl. The invoicing steps are the same idea in either app: the new Toggl's Summary and Time Logs reports take the place of Track's Summary and Detailed reports.
Toggl Track can create invoices. Why use InvoiceQuickly?
You may not need to. In Toggl Track, Export then Create Invoice on a Summary or Detailed report opens an editable invoice you download as a PDF, with fields for billing details, tax and a memo; on Starter, workspace admins can send it to QuickBooks Online. Toggl says the layout cannot be changed and Track cannot mark entries as paid. InvoiceQuickly adds client records, invoice numbering and payment status, and on Pro, email delivery, reminders, a client portal and Stripe or PayPal payment links.
Can I paste a Toggl CSV export into InvoiceQuickly?
Not as an import. You can paste a short text summary, such as project names with hours and rates, into the "Describe what you need to bill" box and choose Generate draft. That text is sent to OpenAI to fill the editor, the box takes up to 5,000 characters, and you must review every line before saving.
How should I round Toggl hours for an invoice?
Turn on rounding in the Toggl report rather than rounding by eye, and choose 6, 12, 15, 30 or 60 minutes so each duration converts to hours with two decimals or fewer. Decide whether to round individual entries or grouped totals: rounding each entry up to 15 minutes usually bills more than rounding a project's total once, so state your method in your contract.
How do I avoid billing the same hours twice?
Invoice a fixed date range, write that range on each line, and after sending, tag the billed entries in Toggl (for example invoiced) and filter that tag out of the next report. If someone edits old entries after you invoice, the tag also shows which time was already billed.
Sources
Official documentation
The Toggl Track steps on this page follow these official pages. Menus and plan limits change, so check them before you rely on a detail.
- Toggl: Toggl (formerly Toggl 2.0) vs Toggl Track (checked 2026-10-28)
- Toggl: Why Toggl 2.0, availability of Toggl Track and new reports (checked 2026-10-28)
- Toggl Support: Creating Invoices in Toggl Track (checked 2026-10-28)
- Toggl Support: Summary Report (checked 2026-10-28)
- Toggl Support: Detailed report (checked 2026-10-28)
- Toggl Support: Billable rates (checked 2026-10-28)
- Toggl Support: Rounding (checked 2026-10-28)
- Toggl Support: Why don't my Summary Report's billable amounts match the total? (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