The time tracker is an invoicing tool where you can log billable time that you spend working on projects. Each entry can be applied to an invoice as a line item.

In this article

Track time

  1. Go to Utilities >> Time Tracker.

  2. Click What are you working on? and type a brief description of your task.

  3. Click Project and select a project.

  4. Under Invoice, select the invoice you'd like the time to apply to.

  5. Click the $ to enter additional details, like a longer description and the hourly rate. It's ok if you don't have this information yet, you'll be able to add it to the invoice later.

  6. Click the green play button to start the timer.

While the timer is running, feel free to use other applications or close Dubsado entirely. When you're ready to stop the timer, return to the Time Tracker page and click the red stop button.

To pick up where you left off without creating a new entry, click the play icon on an existing entry to resume the timer.

Edit tracked time

Click the pencil icon to edit a time tracker entry. You can round your hours or add additional details before applying the entry to an invoice. Click the green check mark to save your changes.

Apply tracked time to an invoice

From the Time Tracker page

  1. Go to Utilities >> Time Tracker.

  2. Locate the entry you'd like to apply to an invoice.

  3. Click Apply to Invoice.

πŸ‘‹ Here's a tip... if you don't see the Apply to Invoice button on an entry, or if the button is disabled, that means you have not assigned the entry to a specific invoice yet. Click the pencil icon to edit the entry, then click Project to select a project and invoice.

From an invoice

  1. Open an invoice where you'd like to add tracked time.

  2. Click on the Time Tracker dropdown.

  3. Select an entry to add it to the invoice.

πŸ‘‹ Here's a tip... if you don't see the entry you want to add, it means that entry has not been assigned to the correct project. Go back to the Time Tracker page, edit the entry, and assign it to the same project as the invoice.

Invoiced time

Time tracker entries that have been applied to invoices will appear under the Invoiced tab on the Time Tracker page.

Invoiced entries can't be edited or applied to a different invoice, but you can edit the line item directly on the invoice to make changes.


Will the time tracker entries record the date and time on the invoice?

No. If you'd like to include the date you tracked the time, we recommend adding it to the description of the line item on the invoice.

Can I add multiple time tracker entries to one invoice?

Yes! For example, you might create one invoice at the start of each month and then add all the time you track throughout the month before sending the invoice to the client.

I charge my clients a retainer for a certain number of hours each month. Is there a way to track how many hours they have remaining?

With the time tracker, unfortunately not. Time tracker entries add up the balance the client owes you for your time, rather than subtracting from time the client has already paid for. For a recurring retainer fee, consider setting up a recurring invoice to automatically bill the client each month. You can then use the Notes tab inside the project to keep a record of your time, or use an application outside of Dubsado to generate a report of time spent.

Does tracked time need to be applied to specific projects? What if I just want to track how I'm spending time in my business?

No, it is technically not required to assign tracked time to a project if you don't plan to add it to an invoice. However, the time tracker is designed primarily as an invoicing tool rather than a productivity timer, so you might consider alternatives that better fit your needs!

Can multi-users track time?

Yes! Admin and basic multi-users with access to invoices can track billable time, which can then be applied to clients' invoices. Since the time tracker is designed for invoicing your clients in Dubsado, if you need to track your employee's time for the purposes of paying them, you might consider an alternative solution outside of Dubsado.

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