Bill the right hours, every time

What you will learn

SalesBob Time Tracking lets your team log billable and non-billable hours per project, with hourly rates resolved through a four-tier hierarchy (project → customer → assignment → role). Time entries are approved before billing; approved billable hours can be turned into Lexware invoices in one click. The audit trail is GoBD-friendly: every entry is logged, and rates are snapshotted on each entry so historical entries don't shift if rates change later.

• Enable Time Tracking and configure work categories
• Set rates at role, customer, and project levels
• Log entries manually or via the built-in timer
• Approve, then generate Lexware invoices from approved hours

⏱ Reading time: 8 minutes

A short admin setup sets the rate hierarchy your whole team will use.

1. 1 Go to Settings → Time Tracking and toggle the feature on
2. 2 Configure rounding (e.g. round each entry to the nearest 15 minutes)
3. 3 Add work categories that match how you bill (e.g. Development, Design, PM)
4. 4 Settings → Resource Roles: confirm a default hourly rate per role
5. 5 Override rates per customer (Customer page → Rates) or per project (Project page → Rates) for negotiated rates

Entries can be logged manually after the fact or captured live with the timer.

1. 1 Open a project → "Log Time"
2. 2 Pick the team member (defaults to you), role, and work category
3. 3 Enter date, hours (or minutes), and a short description
4. 4 Toggle billable / non-billable
5. 5 Save — the rate is snapshotted now and won't change later, even if rates are updated

For real-time logging, the timer in the top bar runs alongside your work.

1. 1 Click the play button in the top bar
2. 2 Pick a project and optionally a role
3. 3 Click stop when you finish — a draft entry is created with the elapsed time
4. 4 Refine the description and save the draft

Approved billable entries are eligible for invoicing. Managers and admins approve.

1. 1 Open a project → Time → Approve
2. 2 Approve individual entries or the whole batch at once
3. 3 Approval is logged to the audit trail with timestamp and approver
4. 4 Approved entries can still be edited until they are billed

If Lexware Office is connected, approved billable hours can be pushed to Lexware as a draft invoice.

1. 1 Go to /billing and pick a deal with approved billable hours
2. 2 Review the aggregation — entries grouped by (role, rate)
3. 3 Click "Generate invoice" — SalesBob pushes a draft to Lexware
4. 4 Linked entries flip to "billed" status; failed pushes keep the invoice row but unlink entries so you can retry
5. 5 Open the draft in Lexware to review and send to your customer