Settings and activity
9 results found
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42 votes
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240 votes
Hi everyone, thank you for your continued passion, and sharing how having the ability to group or combine line items within an invoice would give you the control to present information to your clients in the best way for your business.
In lieu of a direct feature, while I appreciate it won’t fit all needs here, the inbuilt calculator may help in some cases to combine costs of multiple lines to one, and we appreciate there are some customers that have explored third-party apps with more extensive functionality for the time being to full-fill their needs.
We’re updating the status of this idea to Accepted - While this isn’t on our roadmap atm, we see the value in this suggestion and it’ll be considered as we plan our future roadmap. We’ll update this thread if we have any more news to share.
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Jonathan Bird
commented
This is exactly why I added invoice grouping to Hour Cap. When you push an invoice to Xero you choose how to group the line items: by team member, by project, by date, or by individual entry. So if you want one line per employee showing their total hours for the period, you can do that. If a different client wants the granular breakdown, you pick per-entry instead.
Saves you from sending clients a 3-page invoice when a summary would do.
https://hourcap.com - free for 12 months for anyone reading this - just contact me and I'll extend the trial.
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1 vote
Does this need to be on an employee basis, Jay?
At present, you can either create an invoice based on the Task or based on Time entries.
To confirm at present you can summarise the time entries by selecting to invoice as a Task - but appreciate this doesn't allow the individual lines for a employee breakdown
An error occurred while saving the comment Jonathan Bird
commented
This is exactly why I added invoice grouping to Hour Cap. When you push an invoice to Xero you choose how to group the line items: by team member, by project, by date, or by individual entry. So if you want one line per employee showing their total hours for the period, you can do that. If a different client wants the granular breakdown, you pick per-entry instead.
Saves you from sending clients a 3-page invoice when a summary would do.
https://hourcap.com - free for 12 months for anyone reading this - just contact me and I'll extend the trial.
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10 votes
An error occurred while saving the comment Jonathan Bird
commented
The retroactive rate change problem is brutal. We had the same issue where updating a team member's rate would silently change the numbers on projects we'd already invoiced for.
In Hour Cap, rates are set per member and per project and don't retroactively change anything. Historical time entries keep whatever rate was in effect. When you push an invoice to Xero the line items reflect the rate at the time the work was done.
https://hourcap.com if this is still causing headaches for anyone
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36 votes
An error occurred while saving the comment Jonathan Bird
commented
The retroactive rate change problem is brutal. We had the same issue where updating a team member's rate would silently change the numbers on projects we'd already invoiced for.
In Hour Cap, rates are set per member and per project and don't retroactively change anything. Historical time entries keep whatever rate was in effect. When you push an invoice to Xero the line items reflect the rate at the time the work was done.
https://hourcap.com if this is still causing headaches for anyone
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62 votes
Understand you'd like to level up to the Overall budget in an org, Sherry - Just in case you hadn't come across you may find the estimates within a Project useful for now.
We'll track the interest of this here.
An error occurred while saving the comment Jonathan Bird
commented
If anyone is still looking for budget vs actuals tracking that feeds into Xero, I built a tool called Hour Cap that does this. You set an hour budget per project or per client retainer, your team tracks time against it, and you get a real-time view of hours used vs budget with colour-coded progress bars.
When you're ready to invoice, it pushes a draft to Xero with the tracked time as line items. So you get the budget visibility in Hour Cap and the accounting stays in Xero where it belongs.
https://hourcap.com if it's useful to anyone.
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127 votes
An error occurred while saving the comment Jonathan Bird
commented
I had this exact requirement and it's one of the reasons I built Hour Cap. It uses cascading billable rates: you set a default rate for the org, override it per team member if needed, and override again per project. Most specific rate always wins, so you set it once and don't think about it.
When you push an invoice to Xero the correct rate is already applied to each line item based on who did the work and which project it was on. No manual adjustments.
Happy to answer questions if anyone's dealing with the same thing: https://hourcap.com
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15 votes
Hi Cody, thanks for sharing such detailed feedback on progressive billing for fixed-price tasks. It’s really helpful to hear how this could support projects that run across multiple stages.
We’ve reviewed your idea and moved it to Gaining support, so it’s now open for votes and comments from the wider community. If others have similar experiences with fixed-price project billing, we’d love for them to add their voice — it helps show how broad the need is and gives the product team clearer context.
Thanks again for raising this, and we’ll keep you posted on any progress.
An error occurred while saving the comment Jonathan Bird
commented
This is exactly the problem I built Hour Cap to solve. We had fixed-price retainers where the client pays for X hours per month, but we still needed to track actual time internally for capacity planning and to know when we were about to go over.
Hour Cap lets you set an hour budget per client that auto-resets each billing period. Your team logs time against it as normal, there's a visual progress bar (green/amber/red) so everyone can see where things stand, and when it's time to invoice you push it to Xero as a draft.
You can invoice based on the tracked time or at a fixed amount, whichever suits the client arrangement.
The actual hours are always recorded regardless of how you invoice, so you get the internal visibility without it affecting what the client sees.
Free for 12 months if anyone wants to give it a go (just contact me and I'll extend the trial): https://hourcap.com
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691 votes
Hi team, discovery went well and has provided good insights to our product team. Things have now moved along and I can share that we're working on a solution that'll enable you to schedule when an invoice is sent, and the ability to cancel a scheduled send if needed. 🙂
In early stages right now, but I'll share more news as this progresses. Thanks!
An error occurred while saving the comment Jonathan Bird
commented
+1 for wanting a schedule invoice email function.
Since it's been on request for 10 years I'm not holding my breath sadly...
Jonathan Bird
supported this idea
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Hour Cap has proper role-based permissions if anyone needs this now. Four roles: Owner, Administrator, Manager, Employee. Managers can see and approve all time entries, employees can only manage their own. You control who can create invoices, manage clients/projects, and invite members.
https://hourcap.com - free for 12 months for anyone reading this (just message and I'll extend the trial)