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How to generate an invoice with BillMyTime

Updated 28 June 2026 · Reviewed by Spainlink engineering

This is the full path to a finished invoice in BillMyTime — from the one-time admin setup to a contractor generating the PDF. Five short steps, each with a clip of the actual screens.

If you want the reasoning behind approved-and-billable time, currency conversion and tax handling, read how to turn Clockify timesheets into contractor invoices first. That guide is the why; this one is the how, inside the product.

  1. Admin

    Set up the company being billed

    Log in as an Admin or Owner and fill in the company details. This is the company that receives the contractor's invoice, and it appears in the Bill To section of every invoice generated in the workspace.

    • Enter the Bill To details: company name, tax ID, address and email.
    • Decide whether contractors can edit Bill To — check the box to let them change it, uncheck it to lock the same details for everyone in the workspace.
  2. Contractor

    Fill in your own invoice details

    Each contractor sets up their own details — this works whether you invoice as a freelancer or as a company on a B2B contract. You can change any of it at any time.

    • Bill From: your name or business name, tax ID, address, payment details, and an optional logo and notes.
    • Hourly rate is the billable rate you charge. Currency is what the invoice is generated in — pick USD and it comes out in USD, pick EUR and it comes out in EUR.
    • USD to EUR is converted automatically using the European Central Bank's rate, so you never look one up by hand.
    • Taxes: rename the added-tax and withholding labels for your country and set the percentages. Nothing is hard-coded to one jurisdiction, and you can change it anytime.
    • Bill To is locked or editable depending on the admin setting from step 1.
  3. Contractor

    Submit your timesheet for approval

    Submit your Clockify timesheet for the period. This is the first step toward an invoice — BillMyTime only bills time that has been approved, so the timesheet has to be submitted before anything can be generated.

  4. Admin

    Approve the timesheet

    An admin reviews the timesheet the contractor just submitted and approves it. Once it is approved, the billable hours on it are ready to become an invoice.

  5. Contractor

    Generate the invoice

    With the timesheet approved, generate the invoice. BillMyTime turns the approved and billable hours into a standardized, tax-ready PDF in under ten seconds — currency converted, tax and withholding lines applied, the same format every time.

Common questions

Do contractors need admin access to generate an invoice?
No. Only the one-time company (Bill To) setup needs an Admin or Owner. After that, each contractor fills in their own details, submits their timesheet, and — once an admin approves it — generates their own invoice.
Why isn't my approved time showing up on the invoice?
Only time that is both approved and billable becomes an invoice line. Approved time that is marked non-billable is excluded automatically, so check that the entries are marked billable in Clockify.
Can I change the tax labels for my country?
Yes. Both the added-tax label (VAT, GST, IGIC…) and the withholding label (IRPF, TDS…) are free text, and the percentages are editable at any time. Nothing is fixed to one country.
Which currency is the invoice generated in?
Whatever you choose in your settings. If you track in USD and invoice in EUR, BillMyTime converts the amount automatically at the European Central Bank's published rate for the period.