How to Create and Send an Invoice from Your Project Management Tool

Most teams track their work in a project management tool and then manually recreate that work in a separate invoicing app. It’s double entry. It’s error-prone. And it means you’re paying for two tools to do one job.

Here’s how to invoice clients directly from your project data.

The Problem with Separate Invoicing Tools

When your PM tool and invoicing tool are disconnected, the billing cycle looks like this:

Log hours in your PM tool
Export (or just look at) the time report
Manually enter the same data into your invoicing tool
Create a line item for each task or milestone
Send the invoice and hope you didn’t miss anything

Every hand-off is an opportunity for error. Missed billable hours. Wrong rates. Tasks completed but never invoiced.

Setting Up Billable Projects

In Proman, projects can be marked as billable. When you set up a billable project:

Assign a client name
Set a default hourly rate (or per-task rate)
Connect it to a workspace billing profile

All time logged against billable tasks in that project flows automatically into the invoice workflow.

Logging Time Against Tasks

Time tracking in Proman is task-based. When a team member completes work:

Open the task
Log time worked (hours and minutes)
Mark the time entry as “billable” (it inherits from the project by default)

The time entry goes into a weekly log, visible in the Time Tracker view. Each entry shows: task, project, hours, rate, and billable status.

Creating an Invoice

When it’s time to bill a client:

Go to Invoices in your workspace
Click New Invoice
Select the client and billing period
Proman pulls all approved, unbilled time entries for that client automatically
Review the line items — edit descriptions, adjust hours if needed
Set payment terms and due date

The invoice is generated from your actual tracked data. No manual re-entry.

Sending and Getting Paid

Proman generates a PDF invoice you can email directly to the client. If you’ve connected Stripe, clients can pay online via the payment link included in the invoice.

Payment status updates automatically:

Sent — invoice delivered
Viewed — client opened it
Paid — payment received via Stripe
Overdue — past due date with no payment

For recurring clients, you can set up invoice templates so the setup work happens once.

Time Entry Approval Workflow

On Pro and Business plans, time entries go through an approval workflow before they can be invoiced. This prevents billing clients for time that hasn’t been reviewed by a manager.

The flow:

Team member submits their weekly time entries
Manager reviews and approves (or requests changes)
Approved entries become available for invoicing

This is especially useful for agencies billing clients on a time-and-materials basis.

What This Replaces

Running invoicing inside your PM tool eliminates:

A separate invoicing subscription ($10–$25/month for basic tools)
Manual data re-entry between systems
Discrepancies between what was tracked and what was billed
Context switching between apps during billing cycles

One tool, one source of truth, one place to chase down payments.

Invoicing is available on Proman Pro ($3/mo) and Business ($8/mo) plans. See pricing →