> ## Documentation Index
> Fetch the complete documentation index at: https://docs.every.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Time Tracking

> Track billable hours with live timer widgets and manual entry, then convert tracked time directly into invoice line items

## Overview

Track billable hours and convert them seamlessly into invoice line items. Perfect for consultants, developers, designers, lawyers, and any professional who bills by the hour.

**Key capabilities:**

* Live timer widget with client selection
* Manual time entry for historical records
* One-click conversion to invoice line items
* Billable vs non-billable tracking
* Client-specific hourly rates

<Tip>
  **Ask Every Agent:** Start tracking time:

  * "Start a timer for the ACME Corp website project"
  * "Begin timing my consulting call with Client XYZ"
  * "Log 3 hours of consulting work for ACME Corp yesterday"
  * "Add a time entry: 2.5 hours of design work for Client XYZ on Monday at \$150/hour"
</Tip>

<Card title="Open Timesheet" icon="clock" href="https://every.ai/timesheet" horizontal>
  Track and manage billable hours in Every
</Card>

## Quick Start

**Live Timer:** Start Timer → Select client → Add description → Work → Stop
**Manual Entry:** Go to [**Timesheet**](https://every.ai/timesheet) → **Add Time Entry** → Fill details (client, description, duration, rate) → Save

## Time Tracking Methods

### Live Timer Widget

Real-time tracking with a floating timer that stays visible across all pages.

**Usage:** Click Start Timer → Select client → Add work description → Timer runs in background → Pause/resume as needed → Stop when complete

Timer widget floats in corner, tracks elapsed time, and doesn't interfere with other work.

<Tip>
  The timer widget stays active even if you navigate to different pages. Your time keeps tracking!
</Tip>

### Manual Time Entry

Add time records after the fact for forgotten timer starts, historical time, or batch entry.

**Process:** Go to [**Timesheet**](https://every.ai/timesheet) → **Add Time Entry** → Fill in client, description, start/end time (duration auto-calculates), hourly rate, and billable status → Save

<Tip>
  **Ask Every Agent:** Log time manually:

  * "Record 5 hours of development time for Project ABC from 9am to 2pm today"
  * "Add billable time: 1.5 hours client call with Sarah this morning"
</Tip>

## Time Record Details

<Note>
  **Required to Track Time:**

  * **Client** (required for billable time; internal work can be non-billable without client)
  * **Description** (what work was performed)
  * **Duration** (hours worked) or start/end times

  **To Convert to Invoices:** Time must be marked as **Billable** and in **Unbilled** status.
</Note>

Each time record includes:

* **Client**: Who you worked for (required for billable time)
* **Description**: What work was performed (appears on invoice when billed)
* **Duration**: Start time, end time, total hours calculated
* **Rate**: Hourly rate for this work
* **Billing Status**: Unbilled, Billed, or Non-billable
* **Date**: When work was performed

### Billable vs Non-Billable

**Billable time** will be invoiced to client and counts toward revenue. **Non-billable time** is for internal work, learning, pro bono, or admin tasks that won't be charged.

<Tip>
  Mark administrative work and internal meetings as non-billable to track time accurately without over-billing.
</Tip>

<Tip>
  **Ask Every Agent:** Manage billing status:

  * "Show me all unbilled time for ACME Corp"
  * "Mark the last 3 time entries as non-billable"
  * "Which clients have unbilled time this month?"
</Tip>

## Hourly Rate Management

**Set rates per time entry** for flexible pricing on different work types, or **set client-specific defaults** to auto-apply rates to new entries.

**Example rates:**

* Client A - Standard Consulting: \$150/hour
* Client A - After-hours Support: \$225/hour
* Client B - Development: \$175/hour

**Rate changes:** Old time records keep original rate, new records use new rate. No retroactive changes preserves historical accuracy.

<Tip>
  **Ask Every Agent:** Set or update rates:

  * "Set my hourly rate for ACME Corp to \$175"
  * "Update Client XYZ's rate to \$200 per hour"
  * "What's my current hourly rate for each client?"
</Tip>

## Converting Time to Invoices

### Adding Time to Invoices

The main benefit: Easy invoicing!

**Process:** Create invoice → Select client → Click "Add from Time Tracking" → Select unbilled time records → Add Selected → Time becomes line items with hours × rate calculation → Records marked as Billed

**Example:**

```
Time Record: Website Development, 5.5 hours @ $150/hour
Invoice Line Item:
  Description: Website Development
  Quantity: 5.5
  Rate: $150
  Total: $825
```

<Tip>
  Time tracking makes invoicing incredibly fast. Just select unbilled time and everything calculates automatically!
</Tip>

<Tip>
  **Ask Every Agent:** Add time to invoices:

  * "Add all unbilled time for ACME Corp to an invoice"
  * "Create an invoice with this week's time for Client XYZ"
  * "Convert unbilled time for Project ABC into an invoice"
</Tip>

### Batch Invoicing

Invoice multiple time records at once for monthly billing or project completion.

**Example:** Track time all month → Create invoice at month-end → Select all unbilled time → Add to invoice → Review total → Send

<Tip>
  **Ask Every Agent:** Batch invoice time:

  * "Create an invoice for all of Client ABC's unbilled time this month"
  * "Add all unbilled time from January to an invoice for ACME Corp"
</Tip>

## Managing Time Records

### Viewing & Filtering

**Time List View** shows all records with filters for client, billable status, date range, and search by description.

**Summary Cards** display total hours tracked, billable/non-billable breakdown, unbilled amount, and revenue from billed time.

<Tip>
  **Ask Every Agent:** View time records:

  * "Show me my time entries for last week"
  * "What time did I track for ACME Corp this month?"
  * "Display all non-billable time entries from January"
</Tip>

### Editing & Deleting

**Unbilled time** can be edited freely (description, duration, rate, billable status). **Billed time** cannot be edited to preserve invoice accuracy.

**Deleting:** Can delete unbilled time anytime. Cannot delete billed time unless removed from invoice first.

<Warning>
  Only delete time records recorded in error. Deleting loses the historical record.
</Warning>

<Tip>
  **Ask Every Agent:** Edit or delete:

  * "Update yesterday's time entry to 4 hours instead of 3"
  * "Change the description on my last time entry to 'Strategic consulting call'"
  * "Delete my last time entry"
</Tip>

## Time Tracking Reports

### Analytics

Track productivity and billing with metrics like total hours by client, billable vs non-billable breakdown, average hourly rate, utilization rate, revenue from time tracking, and unbilled time value.

**Date ranges:** Daily, weekly, monthly, quarterly, yearly overviews available.

<Tip>
  **Ask Every Agent:** Generate analytics:

  * "Show me a breakdown of my time this month"
  * "How many billable hours did I track last week?"
  * "What's my total unbilled time value?"
</Tip>

### Client Time Reports

View total hours per client, revenue generated, average rate, project breakdowns, and unbilled time to identify most valuable clients and ensure nothing goes unbilled.

<Tip>
  **Ask Every Agent:** Get client reports:

  * "How many hours have I worked for ACME Corp this year?"
  * "Show me revenue generated from Client XYZ"
  * "List all clients with unbilled time right now"
</Tip>

## Best Practices

<Tip>
  **Use the timer widget** - Real-time tracking is more accurate than manual entry after the fact.
</Tip>

<Tip>
  **Add descriptions immediately** - Don't wait. Add what you're working on when you start the timer.
</Tip>

<Tip>
  **Bill regularly** - Convert unbilled time to invoices weekly, bi-weekly, or monthly.
</Tip>

<Tip>
  **Review unbilled time** - Check regularly to ensure nothing falls through the cracks.
</Tip>

## Common Workflows

### Daily Consulting

**During work:** Start timer for each client task → Select client → Add description → Work → Stop timer
**End of day:** Review entries for accuracy → Adjust descriptions if needed
**End of week:** Create invoices → Add unbilled time → Send invoices

### Retainer Time Tracking

**Setup:** Client has 40-hour monthly retainer at \$150/hour
**During month:** Track all time → Monitor approaching limit → Notify client as needed
**End of month:** Review total hours → Create invoice → Add all time for month → Send invoice
**Overage:** Invoice separately or roll over per agreement

## Troubleshooting

**Timer not starting:** Ensure client is selected, check browser permissions, stop any other active timers.

**Time entry missing:** Clear filters (date, client, billable status) and search by description.

**Can't edit billed time:** Time is linked to invoice. Remove from invoice first (if draft) or leave as-is to maintain accuracy.

**Time not appearing in "Add to Invoice":** Verify time is unbilled, for selected client, and marked as billable.

## Next Steps

<CardGroup cols={2}>
  <Card title="Create Invoices" icon="file-invoice" href="/billing/invoices-and-proposals">
    Convert tracked time into invoices
  </Card>

  <Card title="Manage Clients" icon="users" href="/clients/clients">
    Set up clients for time tracking
  </Card>

  <Card title="Use Services" icon="list" href="/billing/services-and-products">
    Associate time with billable services
  </Card>

  <Card title="View Reports" icon="chart-line" href="/reference/reports-and-export">
    Analyze time tracking data
  </Card>
</CardGroup>

<Note>
  **Need help?** Contact support at [hello@every.ai](mailto:hello@every.ai)
</Note>