Projects and time tracking: registering and invoicing your hours

Do you work by the hour or per project? With the Projects module you register worked hours and used products per customer and per project, and invoice them afterwards in a few clicks: detailed or summarised, however you prefer.

ℹ️ Projects, time and product registration is a module that is available depending on your subscription (included or as an add-on). Don’t see the Projects menu? Contact help@clouddematinvoicing.be.

Creating a project

1. Go to Projects in the menu and click Add
2. Choose the customer and give the project a title
3. The number is suggested automatically (e.g. PR2026-00001)
4. Fill in the start date, and optionally an end date
5. Choose the hourly rate: one of your fixed rates, or Custom choice with your own price
6. Optionally set a budget: Based on hours or Based on amount (or none)
7. Add the users (employees) who may register on the project
8. Save; you land directly on the project dashboard

A project has a status: In progress, Finished or Over budget. If your registrations exceed the configured budget, a warning appears on the project dashboard.

On the project dashboard you’ll see a chart and key figures (worked hours, amount, products), and via the tabs all linked registrations and documents: quotes, invoices, credit notes, expenses and more.

Registering hours

1. Go to Projects → Time registration and click Add
2. Choose the customer and optionally the project
3. Fill in the date, start time, end time and optionally the break duration; the total duration is calculated automatically
4. Choose the hourly rate (default: the project’s rate) and describe the task
5. Save

If your company has multiple users, you also choose the employee you are registering for. In the overview you can filter by date, employee, customer and project. Via Export you download the registrations (with the active filters) as an Excel file.

Besides hours, you register product registrations the same way: materials or products used on a project.

Invoicing registrations

There are two starting points:

• From a project: open the project and click the euro icon at the top (Create invoice)
• From the Time registration overview: click Create invoice and first pick the customer; this way you also invoice loose registrations without a project

In the dialog that opens:

1. Under Worked hours and Used products, select the registrations that should go on the invoice (already invoiced items are greyed out; via Show invoiced items you can view them)
2. Choose the document type: invoice, quote, purchase order or delivery note
3. Choose the display on the invoice:
   • Combine everything: all hours and products added up on a single line
   • Detailed: every registration on its own invoice line (optionally with start and end time and/or the employee)
   • Grouped: one line per unique task
   • Per employee: one line per employee with their worked hours
   • Per day: one line per day
4. If you invoice from a project, you can immediately mark the project as ‘Finished’
5. Click Create invoice

The invoice opens as a draft in the regular invoice editor, so you can still review and adjust everything before saving. Only when you save do the selected registrations get the status Invoiced, so you never accidentally invoice them twice.

Managing hourly rates

Under Projects → Hourly rates you manage your fixed rates (name, price and VAT percentage). The rate is determined on three levels:

1. Fixed hourly rates: your reusable rates
2. Per project: each project has its own hourly rate (chosen from your fixed rates or a custom price)
3. Per registration: on a time registration you can deviate from the project rate

The rate is locked in on the registration when saving: if you change an hourly rate later, nothing changes for hours already registered.

Frequently asked questions

Who sees which registrations? By default an employee only sees their own hours. Via the user permissions you can also let someone see the registrations (and projects) of all employees.

Can I invoice a registration again? An invoiced registration can no longer be selected in the invoice dialog. If something was wrong, correct it via a credit note and add the work manually to the new invoice.

Does a registration need to belong to a project? No. A customer is required, a project is not; you invoice loose registrations from the Time registration overview.