PSA Tutorial 2 of 8

Track billable time and convert approved hours to invoices

This tutorial shows how to capture time correctly, route it for approval, and generate invoices from approved billable entries.

Uses: Timesheets, Approvals, BillingOutcome: Approved timesheet entries invoiced without re-entry
1

Enable billable time tracking

Why it matters: Without a consistent time policy, billable effort gets underreported.
  1. Open PSA settings and enable time tracking.
  2. Set default billable behavior for services and projects.
  3. Define time rounding and minimum billing increment.
What you will see: Your workspace is configured for standardized billable logging.
2

Log time against the right task

Why it matters: Task-level logs keep invoicing defensible and reduce disputes.
  1. Start timer or add manual entry from the task.
  2. Include work notes and billable flag.
  3. Submit entries with the correct work date.
What you will see: Time entries are tied to project tasks with clear work context.
3

Approve timesheet entries

Why it matters: Approval prevents incorrect or non-billable entries from reaching finance.
  1. Review entries in Timesheet Approval queue.
  2. Approve valid billable entries and reject incorrect ones with notes.
  3. Confirm all approved entries have billing status set to Ready.
What you will see: Only validated billable hours move forward to invoicing.
4

Create invoice from approved time

Why it matters: Automated conversion avoids missed hours and manual copy errors.
  1. Open Billing and choose Create from approved time.
  2. Filter by client, project, and date range.
  3. Review totals, taxes, and rate cards before publishing.
What you will see: The invoice includes only approved billable effort.
5

Send invoice and reconcile billed time

Why it matters: Reconciliation confirms that approved effort is fully captured in revenue.
  1. Send the invoice to the client from CrmLeaf.
  2. Mark related time entries as billed.
  3. Review project billing summary for residual unbilled hours.
What you will see: Time, approvals, and invoicing are now fully connected.

Your time-to-cash workflow is in place

Team members can log hours, managers can approve them, and finance can invoice from approved records without duplicate effort.

Next tutorial: Resource scheduling setup

Related tutorials

APPROVAL

Weekly Timesheet Approval Workflow

Review, approve, and lock weekly timesheets before they reach billing.

Explore
PROJECT

PSA Milestone Billing Setup

Structure milestones and bill from completion checkpoints with full traceability.

Explore
BILLING

Retainer Billing Setup

Set recurring retainers and track consumed hours against contracted limits.

Explore