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Product · Money

Work done is work invoiced.

Leadtime suggests what is billable: hours from tickets, projects, subscriptions and retainers. You check it, send the invoice and see what has been paid and what is still open.

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A managing director sits calmly at her laptop by the window. Next to her are a stack of printed pages, a mug and an orange notebook.

See the Money area in the real app.

Three and a half minutes, from the invoice review to payment reminders. Jump straight to the part you care about.

Video transcript

Introduction

This video shows in four steps how finished work becomes invoices in Leadtime: the invoice review, checking a billing, sending invoices and keeping track of payments.

The invoice review

The invoice review lists everything that can be billed, across all projects. Each row says where it comes from: support retainers, subscriptions, booked working time, express quotes, single projects and down payments.

Checking a billing

Let's open the billing of a support project. At the top is an express quote that can now be invoiced. Below that is the booked working time: eight hours of support at 150 euros an hour. Expand the included tasks and you see every ticket on its own, with estimated and charged time. Each time can be corrected here, up or down, in steps of a quarter of an hour. One hour more, and the total follows straight away. Anything else that belongs to it, you add as a manual item. At the bottom are the totals, in this case with the reverse charge applied. Only when you click “Create invoice” does it become an invoice. Until then you can change everything.

Sending invoices

Receivables holds all invoices, sorted into new, overdue, paid and cancelled. Each invoice shows the status, project, type of invoice, period and the contact at the client. You send it by email, download it or mark it as sent. For downloading there is a PDF with an e-invoice, a PDF without one, or the e-invoice as XML.

Payments and reminders

When the money arrives, you mark the invoice as paid. Cancelling creates a credit note. Anything not paid on time is listed under Overdue, with the first and second reminder. You send each reminder yourself, invoice by invoice. That is how finished work becomes an invoice, without anyone typing up hours or items. Quotes, tickets, subscriptions and projects arrive in the invoice review, and you approve.

If nobody finds it, it never gets invoiced.

The hours are on scraps of paper, the tickets in the inbox, the subscriptions in last month’s spreadsheet. Whoever writes the invoices has to pull it all together, and whatever slips through is money given away. In Leadtime it’s already waiting in invoice review.

Forty minutes of manual work per invoice become five.

The invoice review pulls together hours, tickets, retainers and subscriptions by itself. Because nothing has to wait until month end to be pulled together, the invoice can go out sooner: in the model, after 2 days instead of 15. The money arrives correspondingly earlier.

Today40 min
With Leadtime5 min

Putting together and checking an invoice, per invoice

Factor8

Model calculation based on our assumptions, not a promise of results.Work it out for your company

Everything billable is already there. All you do is check it.

The items are ready, sorted by client and by source: hours from closed tickets, the retainer, subscriptions, products and items of your own. You correct hours, take a ticket out or add something. Nothing is binding until you create the invoice.

  1. 1Sorted by source
  2. 2Adjust the hours
  3. 3Take a ticket out
  4. 4Create the invoice
Merge itemsTurn several items into one. You change titles and hours right in the list.
Bugs stay off the billIf you like, tickets of the type bug are never treated as billable.
Your hourly rateOne rate for everyone, and a different one for individual clients where needed.

Every invoice comes from logged work.

Nothing gets retyped. What’s in the quote, what happens in the project, the time people book and the support work they do: it all ends up in invoice review.

ClientsThe quoteWhen Brandt & Söhne says yes, the quote becomes the project, with all items and prices.€58,400 from quote V3More under Clients ProjectsThe projectComponents, change requests and instalments come straight from the project.Final invoice €29,600More under Projects TeamThe hoursBillable hours from time tracking, at the client’s hourly rate.Jonas: 6 h on #1938More under Team ServiceTickets and retainersClosed tickets, retainers, express offers and hours beyond the retainer.1.25 h over Basic maintenanceMore under Service
Invoice reviewEverything lands here before an invoice goes out. You check, Leadtime does the sums.

The final invoice deducts the interim payments for you.

Set a project to “To be billed” and Leadtime takes the items from the accepted quote: components, products and change requests. Any interim payments you invoiced along the way are already deducted.

  • Interim paymentsYou set the title and amount and invoice them whenever it suits.
  • Separate or togetherYou decide whether the project, change requests and subscriptions go on one invoice or each on their own.

Subscriptions and retainers no longer need adding by hand.

Each subscription puts its own item into invoice review, at a fixed price or per unit, monthly, quarterly or yearly, for as long as it runs. A support retainer brings its fee along and shows how many hours have been used. Anything beyond that appears in invoice review straight away as “not covered”.

Two colleagues go through figures together on a laptop at the meeting table. She points at the screen; an orange folder lies next to them.

The figures add up
because they come straight from the work.

Sent, due, paid. You can see where every invoice stands.

Every invoice you create appears under receivables, sorted into new, paid, overdue and cancelled. It goes out by email as a PDF with e-invoice or as XML, and the payment term runs from the day you send it. Once the money is in, you mark it as paid.

  1. 1Look at the invoice
  2. 2PDF with e-invoice
  3. 3Send by email
  4. 4Mark as paid
Cancellation with a credit noteCancel an invoice and Leadtime creates a credit note for the full amount, and the items go back into invoice review. Until it has been sent, you can simply delete it.
Your wording, in German or EnglishYou write the cover text and notes yourself, once for everyone or for individual clients.
Connect other systemsThrough the public API, Zapier or n8n you can pass invoices on or mark them as paid from there.

Overdue invoices stand out. One click and the reminder is ready.

The list shows how many days each invoice is overdue and whether a reminder has already gone out. If you like, the reminder fee and default interest are added straight away. You send each reminder yourself, by email or as a PDF.

Where your revenue comes from, and what you can expect next month.

You see your revenue month by month, by project or by revenue type, side by side or as a total. With “Include trend”, Leadtime estimates the coming months from your subscriptions, your average support revenue and scheduled project dates. Views you need often go on the dashboard or out to Excel.

An agent prepares the month-end close. You approve.

The agent checks what hasn’t been invoiced yet and which invoices are overdue. It drafts the reminders, and management gets the month summed up in a few sentences. Nothing is sent before you approve it.

What hasn’t been invoiced this month? Ask Leadtime. Press ⌘K, or Ctrl+K on Windows, and ask in your own words. The answer comes from invoice review, receivables and insights, and only shows what you’re allowed to see anyway.

For invoicing

  • what hasn’t been invoiced yet
  • anything odd in invoice review
  • reminders as drafts

For management

  • the month’s revenue by type
  • what is overdue and since when
  • what subscriptions bring in each month

The month

    The agent

    Prepare the November month-end close.

    1. Readinvoice review, receivables and insights
    2. Billable€33,215 not yet invoiced
    3. Overduethree invoices, €10,021 net
    4. Draftstwo reminders, not sent
    5. SummaryNovember for management
    6. Youcheck and approve

    In Leadtime

    You decide what the agent may do through its role, as with anyone on the team. It reads invoice review and receivables and drafts reminders. You can always look up what it has done.

    All money features at a glance.

    Each feature comes with a sentence on what it does for you.

    • Invoice review

      Everything billable is listed here: tickets, projects, subscriptions, retainers, products and express quotes.

    • Edit line items

      Change, merge or add items and adjust hours and titles. Nothing is binding until you approve it.

    • Exclude tasks

      Leave individual tasks off the invoice, and bugs can count as non-billable.

    • Project invoice with instalments

      The items come from the project. Instalments, each with a title and amount, are deducted from the final invoice automatically.

    • Separate or combined

      Invoice the project, subscriptions, change requests, express quotes and instalments together or separately.

    • Hourly rate per client

      One standard rate applies to everyone. You can set a different one for individual clients.

    Let us show you with one
    of your invoices.

    Bring the list you currently write your invoices from. In 30 minutes you’ll see how much of it Leadtime already knows on its own.

    Book a callI’d rather write