Time Tracking

Time Tracking

Time Tracking

CustomBooks™ Time Tracking allows you to efficiently log hours for your work, whether for a specific customer or a project. This feature helps you capture billable time accurately and can be used to generate an invoice directly or serve as a record against a project.

The tasks used in a Time Tracking entry are service items, which are items that are not tracked in inventory.

Viewing the List of Time Tracking Entries

To view a list of all Time Tracking entries, navigate to Project & Time > Time Tracking.



From the Time Tracking List View, you can:
  1. Create single or multiple time tracking entries.
  2. Copy an existing Time Tracking entry.
  3. Generate an Invoice from selected entries.
  4. Unlink selected entries from an Invoice.
  5. Show the Audit Log.
  6. Add and View Attachments.
  7. Export the list.
  8. Manage Columns.
  9. Refresh the list.
  10. Create multiple custom views using Filters, Sorting, Ordering, and Conditional Appearance Settings.

Viewing an Individual Time Tracking Entry

To view a single time tracking entry, navigate to Project & Time > Time Tracking and double-click the entry you want to view.



From the Individual View, you can:
  1. Edit, copy, and delete the time tracking entry.
  2. Generate an Invoice.
  3. Show the Audit Log and Document Register Record.
  4. Add Attachments.
  5. Refresh the entry.
  6. Link/Unlink to an Invoice.
  7. Link/Unlink to a Sales Order.

Creating a Time Tracking Entry

You can create a Time Tracking entry from the Time Tracking List View or directly from a Project.

From the List View

  1. Navigate to Project & Time > Time Tracking.
  2. Click Create, then select either Single-Entry or Multi-Entry.
  3. Fill in the following details:
    1. Date
    2. Number
    3. Company (Customer)
    4. Project (optional)
    5. Class (optional)
    6. Task (service item)
    7. Check if Billable or not.
    8. Hourly Rate
    9. You can either Start/Stop the timer, Reset the time, or enter the Hours manually.
    10. Description
  4. Click Save or Save and Close.



From a Project

  1. Navigate to Project & Time > Project / Jobs.
  2. Open the project where you want to add the entry.
  3. Go to the Time Tracking tab and click Create.
  4. Fill in the entry details as described above.
  5. Click Save or Save and Close.



Adding and Linking Entries to an Invoice

Time Tracking entries can be added and linked to invoices by either creating a NEW invoice or by generating an invoice from the Time Tracking List View or Individual View.

Adding to a New Invoice

  1. Create a new invoice.
  2. Enter the Customer.
  3. Choose the time tracking entries you want to add to the invoice, and then click Select.
  4. Fill out the remaining invoice details and save. The selected entries will be added as line items, automatically linked to the invoice, and their status will change to 'Open'.



Generating from the Time Tracking List View

  1. Navigate to Project & Time > Time Tracking.
  2. Select the unbilled Time Tracking entries.
  3. Click the Create drop-down and select Invoice.
  4. Select the Invoice Date and click Accept.
  5. Fill out the remaining invoice details and save. The selected entries will be added as line items and automatically linked to the invoice.



Unlinking a Time Tracking Entry from an Invoice

You can unlink Time Tracking entries from an invoice through the Time Tracking List View or by opening the individual entry.

  1. Navigate to Project & Time > Time Tracking.
  2. Select the entry/entries you want to unlink.
  3. Click the Create drop-down and select Unlink Invoice.
  4. Choose from the following options:
    1. Unpost and unlink: This sets the invoice status to 'Draft' (affecting General Journal records and account posting) and removes the related lines.
    2. Unlink: This unlinks the Sales Invoice without affecting the General Journal records.



  1. Navigate to Project & Time > Time Tracking.
  2. Open the entry you want to unlink.
  3. Click the Unlink button.
  4. Choose from the following options:
    1. Unpost and unlink: Sets the invoice status to 'Draft' and removes the related lines.
    2. Unlink: Unlinks the Sales Invoice without affecting the General Journal records.
    3. Open Sales Invoice: Opens the linked invoice for review.



Deleting a Time Tracking Entry

Before deleting a Time Tracking entry, ensure it is not linked to an invoice or a project.
  1. Navigate to Project & Time > Time Tracking.
  2. Select the entry/entries you want to delete.
  3. Click the More Actions drop-down, select Edit, then Delete. You can also choose to save it back to 'Draft'.



    Alternatively, you can delete an entry by opening it, clicking the More Actions drop-down, and then Delete.




Frequently Asked Questions (FAQ)

Q: I linked time tracking entries to an invoice, but they are not showing up as line items. Why?

A: Time Tracking entries only appear as a line item when you are creating a new invoice. Linking entries to an already saved sales invoice will not create new line items. Instead, it will simply link the two records, making the time tracking entry visible when you view the "Linked Transactions" of the sales invoice (and vice versa).


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