Agencies
A rate per role on every client project
Bill design and development at different person rates on the same project, then invoice each client from their projects' uninvoiced amounts.
- All features
- Time and Billing
Projects & billingElite plan
Time and Billing
Time and billing software that invoices the hours you track
Staffic turns the hours your team tracks on client projects into what you bill. Each project adds its hours up at its billing rate, or carries a fixed fee, and an invoice line linked to the project picks up what's not yet billed. It's for agencies, consultants and service teams: project billing on Standard, clients and invoices on Elite.
- 7-day free trial
- Pay per active user
- Billable time
- Hours tracked on projects with billing
- Rates
- Project rate, member rates or a fixed fee
- Invoices
- Lines filled from a project's unbilled amount
- Tracking
- Desktop apps for Windows, macOS and Linux
- Client view
- A private invoice link, no account needed
- Plans
- Project billing on Standard; clients and invoices on Elite
In short
What is Staffic Time and Billing?
Staffic Time and Billing is the time and billing software built into Staffic's time tracker. Members track time on client projects in the desktop app. Each project with hourly billing multiplies those hours by a project rate or each member's rate, and a fixed-fee project carries its fee. Link an invoice line to the project and Staffic fills in the amount not yet invoiced.
How it works
Time tracking and invoicing in four steps
Set billing once per project. After that, each invoice follows the hours your team tracks.
- 01Set up the client and projectAdd the client, assign the project to them and give it hourly billing or a fixed fee.
- 02Track time on the projectMembers start the desktop timer on the project and a task. The project's billable amount grows with each session.
- 03Bill what's not yet invoicedCreate an invoice for the client and link a line to the project. Staffic fills in the uninvoiced amount.
- 04Send it and record paymentEmail the invoice or copy its link, then record payments as they arrive until it shows Paid.
Time and billing software
One record from the timer to the invoice
Time tracking billing software works when the hours, the rates and the invoice read the same record. In Staffic, they do.
A project's details show its spent hours next to its billable amount and its uninvoiced amount: what the tracked time is worth at your rates, minus what earlier invoices already billed. These cards show on Standard and Elite.
- Spent hours from the desktop timer
- Billable amount at the project's rates
- Uninvoiced amount after earlier invoices
Open a project's Add Billings & Hours panel and choose Hourly Basis or Fixed Fee. Hourly Basis takes one project hourly rate or a rate per person, and a project without billing stays out of client bills.
- Hourly Basis or Fixed Fee
- Project Hourly Rate or Person Hourly Rate
- Standard and Elite plans
Each member's profile holds a bill rate per hour, which projects use as the default person rate. Pay rate and monthly salary sit beside it for payroll, so what you charge a client never changes what you pay the member. Editing Payment Settings is on Elite.
- A bill rate per hour on each profile
- The default for Person Hourly Rate
- Pay rate and salary kept separate
Assign each project to its client, and the client's page gathers those projects with every invoice you've sent them. Totals at the top show billed, paid and outstanding, so a follow-up starts with the right number. Clients are on Elite.
- Projects assigned per client
- Billed, paid and outstanding totals
- New Invoice from the client's page
Link an invoice line to a project and Staffic fills in its uninvoiced amount: tracked hours at the project's rates, or the fixed fee, minus earlier invoice lines for that project. Add Service or Product lines for anything else, then two taxes and a discount.
- One linked project per line
- Hourly and fixed-fee projects on one invoice
- Elite plan
Before you invoice, filter the Time and Activity report by the client's project to see who worked, for how long and how actively. Export it to Excel or PDF when a client wants the detail behind the bill.
- Filter by project, member and dates
- Time worked, active and neutral time
- Excel or PDF export on Standard and Elite
Payroll, on Elite, works out hourly pay from the same tracked sessions at each member's pay rate, so what you bill and what you pay start from one record. Staffic records each payment; it doesn't send the money.
- Hours times each member's pay rate
- Monthly salaries and fixed payments
- Elite plan
Showing What each project knows.
Control and privacy
You decide who sees rates and invoices
Billing data stays with the people who set rates and send invoices.
- Admins edit each member's bill rate and pay rate in Payment Settings, on Elite
- Project managers manage their own projects and see the rates on them, on Standard and Elite
- Clients and invoices open for admins and the custom roles you give access in Settings, Access Control
- A client sees only the invoice behind their own link, which carries its own access key
- Members track time as usual, with nothing extra to tag as billable
Set it up
How to set up time and billing in Staffic
Six steps from a client's project to a paid invoice. Project billing works on Standard; clients and invoices need Elite.
- 01
Assign the project to a client
Open the client and add their projects, so every hour on those projects belongs to that client.
See ClientsManage › Clients › View Details › Add to a project - 02
Choose how the project bills
Pick Hourly Basis with a project or person hourly rate, or a Fixed Fee, then save.
Manage › Projects › Edit details › Add Billings & Hours - 03
Let the hours come in
Members track time on the project in the desktop app, and its Billable Amount card adds the hours up at your rates.
Manage › Projects › View Details - 04
Check the hours
Filter by the project and the dates you're billing to see who worked and for how long.
Reports › Time & Activity - 05
Link a line to the project
Pick the client, choose the project under Linked Project on a line, and Staffic fills in the uninvoiced amount.
Manage › Invoice › Create New Invoice - 06
Send it and record payment
Email the invoice to the client, then use Record Payment as the money arrives.
Read the Invoices guideInvoice Detail › Send Email
Compare
Where each part of billing lives?
Three pages read the same tracked hours. Each one answers a different billing question.
Swipe the table to compare
| Compare | ProjectsHow work is billed | ClientsWho owes what | InvoicesWhat you send |
|---|---|---|---|
| Holds | Billing type, rates, budget and tracked hours | Contact details and assigned projects | Lines, taxes, discount and payments |
| Shows | Spent hours, billable and uninvoiced amounts | Total billed, paid and outstanding | Status, amount paid and amount due |
| Use it to | Set how the hours turn into money | See which clients still owe you | Bill the client and collect |
| Plans | Every plan; billing on Standard and Elite | Elite | Elite |
| Link | Projects | Clients | Invoices |
Plans follow what the Staffic app enforces today.
Specs and terms
Time and Billing at a glance
The facts behind the feature, and what each number on the Time and Billing page means.
Specifications
- Billing per project
- Hourly at a project rate, hourly at person rates, or a fixed fee
- Billable amount
- Tracked hours times the project's rate or each member's rate
- Uninvoiced amount
- Billable amount minus earlier invoice lines for the project
- Billable or not
- Set per project, not per time entry
- Invoice lines
- Service or Product, each with one optional linked project
- Taxes and discount
- Two taxes and one discount per invoice
- Currency
- Chosen per invoice
- Client access
- A private link per invoice
- Time source
- Desktop apps for Windows, macOS and Linux
- Plans
- Project billing on Standard and Elite; clients, invoices and payroll on Elite
- Billable AmountNot Set
- What a project's tracked hours are worth at its billing rates, or its fixed fee. It reads Not Set while there's nothing to bill.
- Uninvoiced AmountNot Set
- The billable amount minus what invoice lines linked to the project already bill. It reads Not Set once everything is invoiced.
- Spent Hours5003.15 Hours
- All the time tracked on the project so far.
- Project Hourly RateUSD ($) 10
- One hourly rate for everyone's time on the project, set under Hourly Basis.
Who it’s for
A billable hours tracker for client work
Agencies, consultants and law firms need time tracking invoice software that keeps hours, rates and invoices together. Here is how each one uses it.
Consultants
Hourly and fixed-fee work on one invoice
Link one line to an hourly project and another to a fixed-fee project, and the client gets a single invoice for both.
Law firms
The time detail behind every bill
Run the Time and Activity report for a matter's project before you invoice, and export it to PDF when the client asks what the hours covered.
Customer stories
What our users say
Stop juggling tools. Staffic gives your team time tracking, projects, payroll and performance analytics in one platform.
Try Staffic for free“Staffic.io brings transparency without micromanagement. Our team feels trusted, and productivity has never been higher.”
Pricing
How much does Staffic Time and Billing cost?
Time and Billing is part of the Elite plan, with a 7-day free trial. You pay per active user.
Compare every planFree$0forever, for up to 3 membersThe core features, without Time and Billing
Standard$5.50$1per user / month, billed yearlyOffer price until Sep 12, 2027Everything in Free without the 3 member limit, plus Screenshots, Monthly Timesheets and 7 more
Elite$5.80per user / month, billed yearlyAdds Time and Billing, with Live Feed, Screen Recordings, Timesheet Approval and 5 more
Prices in USD per active user. Billed monthly, Standard is $7.50 and Elite is $9.80 per user.
What is time and billing software?
Time and billing software records the hours your team works for clients and turns them into what you charge. In Staffic, members track time on client projects in the desktop app, each project prices those hours at its rates, and an invoice line linked to the project bills what's not yet invoiced. When you compare the best time billing software, check that the hours and the invoice come from one record.
How do I turn tracked hours into invoices?
Give the project billing, let your team track time on it, then link an invoice line to it. Staffic fills that line with the project's uninvoiced amount: its tracked hours at the project's rates, or its fixed fee, minus lines on earlier invoices for that project, drafts included. Check the amount, add taxes or a discount, and send it.
Can I set different billable rates by client or project?
Yes, per project, which also gives you rates per client. A project with hourly billing uses one project hourly rate or a person hourly rate for each member, so each of a client's projects can bill at its own rates. On Elite, each member's bill rate from their profile fills in as the default person rate.
How do I separate billable and non-billable hours?
Put them in different projects. Give client projects billing and leave internal projects, such as admin, sales or training, without it: only hours on billed projects count toward a billable amount. To see both side by side, filter the Time and Activity report by project.
Can clients approve timesheets before I invoice?
No. Clients don't sign in to Staffic: they see only the invoice behind their link. Inside your team, Timesheet Approval on Elite lets admins and the roles you allow approve or reject time, but a project's billable amount counts every hour tracked on it. Check the hours before you send, and export the Time and Activity report to PDF if the client wants the detail.
How do I avoid missed billable hours?
Bill from the project, not from memory. An invoice line linked to a project picks up the billable amount that earlier invoice lines haven't covered, so hours tracked after your last invoice reach the next one. The project's Uninvoiced Amount card shows what's waiting to be billed.
Can I invoice hourly and fixed-fee work together?
Yes. Each invoice line can link to a different project, so one line bills an hourly project's tracked time and another a fixed-fee project's fee. Add Service or Product lines for anything else; the discount applies to the whole invoice and you tick which taxes apply to each line.
How much does it cost to use Time and Billing?
The Elite plan includes Time and Billing: $5.80 per user per month billed yearly or $9.80 billed monthly, with a 7-day free trial.
Explore more
Explore more features
Projects
Projects tracks time per project, task and member, with status and task progress, plus budgets and billing on Standard and Elite.
Clients
Clients holds each client's profile, projects and invoices, so hours on billed projects become billable time you can invoice.
Invoices
Invoices tracks every client invoice from draft to paid, with payments, outstanding balances and a link clients open in a browser.
Projects & billing
Invoice Maker
Staffic's invoice maker builds a client invoice from tracked hours or a fixed fee, with taxes, a discount and a private link to send.
Payroll
Payroll works out hourly pay from tracked time, lists monthly salaries, records one-time payments and keeps a payment history.
Time & Activity Report
The Time & Activity Report shows each member's time worked, average activity, active time and neutral time for every day you pick.
Free for up to 3 members
See the work, not just the hours.
Create your workspace, invite your team, and the first timesheet builds itself.
- No credit card
- 7-day trial on paid plans
- Windows, macOS, Linux
