Billing, Work Statements & Reports

A timecard answers "what did I do?" A work statement answers "what am I asking this client to pay for?" The Billing page is where one becomes the other, and Reports shows how the month is adding up.

One line before we start: a work statement is a record of your work, not a tax invoice. FocusNow doesn't send invoices or collect payments. Create the invoice in your accounting tool or invoicing service, then note its number on the statement.

Ready to bill

The top of Billing lists every client with billable time that isn't on a statement yet: how many entries, the date span, the hours and the amount, with a Create statement button beside each.

Projects without a client appear separately. They can't go on a statement until you assign a client on the Projects page.

Prepare a work statement

Create statement opens a preview where you decide how it reads:

• Line style: Detailed lists every entry with its narrative; Project summary shows one line per project.
• Rounding: none, or round up to 5, 6, 10, 15, 30 or 60 minutes. The preview shows the tracked time next to the rounded time, so nothing is hidden from you.
• Business details and footer note: your business name and details at the top, and a note at the bottom for payment terms or thanks.

Every entry needs a price in a single currency. If a rate is missing, set it on the project or task first (the Timecards review flags tell you where).

Finalize means locked

When the preview looks right, press Finalize. The statement's entries are locked and marked billed, so a billed entry can't change underneath the statement you sent. Then:

• Download PDF to send to your client, or export CSV.
• Fill in the Invoice reference with the number from your own invoice.

Need to fix something after finalizing? Void the statement. It stays in your records as void, and its entries go back to not billed so you can correct them and bill again.

After you send it

Statements move from Billed to Paid when you press Mark paid; Undo paid reverses it. A paid statement can't be voided. Undo paid first if you really need to.

Coverage: what's still missing

Further down, Billing compares what you tracked with what reached a timecard:

• Tracked, On timecards, Coverage and Not on a timecard, plus a day-by-day chart of tracked time against timecard time.
• A list of tracked time not on a timecard yet, grouped by window title or by app and site. Select what belongs to a client and press Add to timecard.

Not everything on that list is billable, and it isn't meant to be. It's simply where forgotten work shows up before the month closes.

Reports and utilization

Reports summarizes your timecards for any range, with the same filters as Timecards:

• Logged, Non-billable, Not billed, Billed, Paid and Amount, kept per currency.
• Utilization: billable time as a share of your available working hours, shown against a 70-75% target band. It uses your working hours, so set those first.
• Group by project, client, task, tag, day or billable, then optionally by a second level. Detailed shows the entries behind each group, and Export CSV takes it all with you.

A good monthly rhythm: check Coverage, add what's missing, close the month's entries, create one statement per client, and glance at utilization before planning the next month.