Steps
Export your hours
Optional. If you track time with our time tracker, choose the period (this week, last month or a custom range) and press Export CSV. It holds date, project, client, description, decimal hours, billable flag and rate for every entry. Skip this step if your hours are in another app.
Turn hours into invoice lines
Drop the CSV, or one exported from Toggl Track, Clockify or Harvest, or paste the rows. Choose one line per project, per project and task, per project and day, or per entry; round each entry up to 6, 15, 30 or 60 minutes if your contract says so; set a rate for rows without one and a tax rate. Non-billable time is left out unless you include it. Use these lines saves them as a CSV for the next step.
Workflow step
Make the invoice
The lines are imported. Add your business and the client's details, logo, invoice number, dates, currency, tax name (VAT, GST, sales tax) and whether prices include tax, plus any discount, shipping and payment notes. Download PDF makes an A4 or US Letter PDF with selectable text and one tax total per rate; the next invoice number is remembered on this device.
Sign it
Optional. Draw, type or upload your signature, drag it onto the invoice, add the date if you like, and download. Then press Send to share the PDF, or download it.
Requirements and sources
| What | Value | Source |
|---|---|---|
| What an invoice must include (UK) | a unique identification number; your company name, address and contact information; the company name and address of the customer you're invoicing; a clear description of what you're charging for; the date the goods or service were provided (supply date); the date of the invoice; the amount(s) being charged; VAT amount if applicable; the total amount owed | GOV.UK: Invoicing and taking payment from customers: Invoices - what they must include Last verified 2026-10-22 |
| When a VAT invoice is needed (UK) | You must use VAT invoices if you and your customer are VAT registered. | GOV.UK: Invoicing and taking payment from customers: VAT invoices Last verified 2026-10-22 |
| Invoice number on a full VAT invoice (UK) | a sequential number based on one or more series which uniquely identifies the document | HMRC: Record keeping (VAT Notice 700/21), section 4.1 Last verified 2026-10-22 |
| VAT per line and in total (UK full VAT invoice) | the rate of VAT and the amount payable, excluding VAT, expressed in any currency; the total amount of VAT chargeable, expressed in sterling | HMRC: Record keeping (VAT Notice 700/21), section 4.1 Last verified 2026-10-22 |
FAQ
How do I turn a timesheet into an invoice?
Export the hours as a CSV, drop it into the second step and pick how to group them. Each line becomes hours × rate, for example "Website redesign (2026-10-01 to 2026-10-02)": 5 hours at 80. The invoice step imports those lines, so you only add your details and the client's.
Can I round hours to the nearest 15 minutes?
Yes. Choose "Round each entry up to" 6, 15, 30 or 60 minutes. Each time entry is rounded up before the entries are added together, which is how most freelance contracts word it. Pick "No rounding" to bill exact hours.
Does the PDF work with accounting software?
The invoice PDF has real text, not an image, so the number, dates, lines and totals can be copied, searched and read by accounting tools that import PDFs. It is not an e-invoice in a structured format such as Factur-X, XRechnung or Peppol, which some countries require for business-to-business invoices.
Do I need to show VAT separately?
In the UK a VAT-registered business billing another VAT-registered business must issue a VAT invoice, which shows the VAT rate and amount (see the sources below). Name the tax VAT, GST or sales tax and the invoice lists one total per rate. This is general information, not tax advice.
Where are my business details and invoice numbers kept?
In your browser's storage on this device only, so the next invoice is quicker and its number follows on from the last PDF you saved. Nothing is uploaded, and clearing the browser's site data removes them.
Invoice and VAT rules differ by country and change. The UK rules quoted here are general information from GOV.UK, not tax or legal advice; check the rules where you are registered.