Category Archives: BillGrid Features

What are the Benefits of Tracking Time?

Time is a very important commodity. That’s especially true when you’re a business owner and every single minute is valuable. Far too often, people get lost in doing a particular task, attending to a phone call, or browsing through social media without realizing that they’re wasting more time than they should. It’s also important to take note of time spent working on particular projects. Time tracking would help you maximize efficiency. At BillGrid, we encourage all our clients to consider tracking time. Here are some reasons why you should do it.


Tracking time improves efficiency of your team. You know just how much time a particular task will take to complete and that allows you to keep track of how your team spends their time. You’ll also know in advance if any deadlines need to be revised and understand whether you should approve or deny any timesheet provided by the employees. All of this would work to increase your overall productivity.

Revenue and Cost Savings

Time management does cut down the costs by quite a bit. You’re able to schedule the projects in a way that allows maximum utilization of time and minimum wastage. You’ll be able free up some time because of organization, and can reinvest it in new projects or tasks. In essence, you’ll get more work done in less time. That saves time and increases revenue. You also feel the satisfaction of tackling more things in a timely manner.


Tracking time also ensures that you’re being fair to your employees and yourself. For example, if a project is taking more time and your employee is working on it without taking breaks, you’ll be able to compensate them for the time spent. If you keep track of time, the payroll process is very quick and easy. You’ll be able to accurately compensate your employees without paying them too much. You might not think that this makes much of a difference, but you can save as much as 7% of your annual revenue but paying the right amount to your employees.

Generating Accurate Invoices

Companies often overcharge or undercharge their clients when they work on an hourly basis. This generates distrust and ambiguity that your company doesn’t need. You can avoid that by giving your clients accurate invoices with details. You can also send reports on how the time was spent so that your clients know they’re not overpaying you. Because you’re completely honest and transparent in your billing, you’ll build a relationship of trust with your client. That would only benefit your company in the long run as it’ll bolster your reputation.


Time tracking will also give you all the information you need to plan your projects and your tasks. If you know just how much time it takes for you and your team to do a particular job, you’ll be able to give your clients the right time estimates.

If you have any questions about our online billing software and services, you can contact us at BillGrid.


Time Sheets at BillGrid

Here’s a quick look of our Time Tacking that allows you to log all the work time and easily import the time into your Invoice to bill back to Client.


Stop/Start Timer

Simple, easy and intuitive time tracking timer that allows you to start the time while you work and stop it when you finish.



Bill Happy,

Custom Theme Invoices for your Business

Customize your Invoices that fits your Business Brand.  Your brand represents you and your promise to your customer. Image is everything and the way your customer perceives you. A professional appearance builds credibility and trust. People are more likely to purchase from a business that appears polished and legitimate. That’s why at BillGrid we feel it’s important that your Invoices provide the best representation of you.

Here are some custom Invoice designs we thought can inspire your own creative Invoice design. All of these Invoice inspiration designs were created by BillGrid using our Invoice Theme feature.

BillGrid Invoice Design

Professional and ElegantBillGrid_Invoice_custome_theme_design

Target Inspired Invoice Design

Bold and Youthful Target_invoice_Custom_design_Theme_Business

Walmart Inspired Invoice Design

Royal and Warmwalmart_invoice_design_theme_Custom_business

Ebay Inspired Invoice Design

Professional and PlayfulEbay_Custom_Invoice_Design_business

T-Mobile Inspired Invoice Design

Polished and CreativeTmobile_invoice_theme_design_custom_business

Taco Bell Inspired Invoice Design

Imaginative and Artistic Taco_Bell_custom_invoice_design_theme

Pepsi Inspired Invoice Design

Adventurous and FunPepsi_cola_custom_invoice_Design_theme

Android Inspired Invoice Design

Innovative and OrganicAndroid_Invoice_Custom_theme_Design

Monster Energy Inspired Invoice Design

Strong and BoldMonstrer_Energey_custom_Invoice_Design_Template_theme

Star Wars Inspired Invoice Design

Simply Awesome! StarWars_invoice_theme_custom_template_design



We hope we inspired you to create beautiful Invoice designs for your Business. You can customize your Invoice through the BillGrid Preview Invoice> Options> Change Theme.





Bill Happy,

Disclaimer: BillGrid is not affiliated with Target, Walmart, Ebay,T-Mobile, Pepsi, Taco Bell,  Android, Monster Energy, Star Wars. The company logos are only used as examples for inspiring invoice designs.
bold Invoice template design

Create Beautiful and Professional Custom Invoices

One of the most unique features that BillGrid has to offer is the customizable Invoice Themes. Create fully customizable invoice templates that are easy to create and send online in seconds. Impress your clients with professional looking Invoices that will surely get their attention and bring you more business.

Unlike any other online Invoice Billing software, BillGrid lets you design your own professional Invoice look to match your Company Brand. The design for the Invoice Template is focused on flexibility and ease of use for the business user.

Here is a detailed guide we put together to help you create beautiful and professional custom Invoices for your Business.

When you create your first Invoice make sure you have your Company information set up in the “Setting” section under the Company Logo and Profile. Pretty sure you already have it set up, but just in case you didn’t, it’s quick and simple.

Be sure to include the following about your company:

  • Company Name
  • Address
  • Logo – to allow you to customize your invoices with your own logo.

After you have your Client set up, then you are ready to create an Invoice. Click on the Invoice tab from the menu or “Add Invoice” button.

When you create a new Invoice follow the below guide. Not all fields are required so use only what you need:

  • Add Due Date
  • If you have a recurring Invoice that happens to repeat on weekly, month, etc type basis, then you want to create a Subscription Invoice. Which can be located from the top menu.
  • Choose the Client this Invoice you are preparing for from the Prepared For downdown option.
  • Select Invoice Item Type for either: Expense, Hour, Product. Don’t see item type you need on the list? No problem, you can add a New Item to your needs.
  • Add Description. You will notice the description has an editor tool bar to allow you to customize the description making copy bold, italic, underlines, Indent, Outdent, Numbering, Bullets and even add hyperlinks.
  • Add Cost
  • Add Quantity
  • Tax
  • You can also add Invoice Discount %
  • Summary note
  • Attach files to the Invoice
  • Select online payments you accepts via: Check, PayPal, Google Wallet, Stripe,
  • Terms & Conditions
  • Notes

Once you have the Invoice details added Save the Invoice and Preview what it looks like.

From the Preview Invoice, you can do the following:

  • Mark the Invoice as Paid
  • Send the Invoice, Forward Invoice, Send thank You Note, Send 1- Click Email, Rend Reminder Due-Date
  • View Invoice as a PDF
  • Edit Invoice
  • Options allows you to:
    • View the Invoice as Client
    • Show Invoice URL
    • Add Comment for your Client
    • Change Theme
    • Duplicate Invoice
    • Delete the Invoice


Change Invoice Theme (Located in the Invoice Preview> Options> Change Theme)

This is where you can start to change the Invoice Template look and customize it to your Company Brand.

  • Choose from different Invoice layouts. Including the Classic or the Bold Invoice look:
    Invoice custom classic bold theme

Classic Template Invoice Example: classic invoice

Bold Template Invoice Example:bold Invoice template design

The Change Invoice Theme Colors allows you to choose from various color options or to enter your own Hex color Number.Custom_Invoice_colors

Background- Choose to change the colors for the entire Invoice BackgroundInvoice custom Background template

Header Background- Choose to change the colors for the header Invoice BackgroundCustom Invoice header background template

Total Background- Choose to change the colors for the Total Invoice due to something that will stand out.
Invoice Total Custom Design Template

Header Font Color:Invoice-header-font-custom-theme

Heading color:

Table Header:

Table Font color:

Table Heading Font Color:

Total Font color:



Now that we showed you how you can customize Invoice templates and themes for your Business, go on and try it! Have fun with it and get creative. We at BillGrid believe that professional Invoice style that are customized to fit your Business will help enhance your company image and help you successfully grow.


Bill Happy,

Subscription Invoices for Recurring Projects

Do you have projects that reoccur on regular basis, whether it’s weekly, monthly or yearly?

It could be a monthly membership, a quarterly web site hosting, maintenance support or an annual magazine subscription…

We offer Subscription Invoices that will save you time and make your life a whole lot easier. Our Subscription Invoices have a start and end date, due date and option to choose your frequency: every week, 2-weeks, month, year, etc.

Once you have your recurring invoice set up, clients will be automatically receiving an invoice based on the frequency it was created. Your Subscription Invoices can be paused for seasonal plans and restarted again. If anything changes in subscription – you can always update the template and next invoice will be created with the applied change.

Give it a try under “Subscriptions” tab.



Bill Happy.


Invoice Due Date Reminders

One of the most powerful features of online invoicing tools is sending an automatic reminder when the invoice is gone unpaid and past due.

Some folks choose a very personal touch when it comes to their client’s payments, but still need help remembering when a particular invoice is due. For that you have an option to send a due date reminder to yourself. On the other hand, most companies choose to automate this and send a past due reminder automatically to clients.

You can setup reminders that are sent out before, on the due date or after the due date of the invoice, by simply moving the arrows next to the due date. If you need more then one, simply click on the + icon to add more. Just don’t forget to Save when you’re finished.


A standard client reminder text goes as follows:

$clientFirstName $clientLastName,

We are reminding you that your invoice is due on $invoiceDueDate and due amount is $invoiceBalance .
Click on the link below to view details and submit electronic payment.



Anything with the $ sign is used as a placeholder for the your client and invoice information from which the reminder will be sent. Want to customize the message so it fits your company image better – just update the text and move around the variables so they match your new format. Variables could be:

  • $clientFirstName
  • $clientFullName
  • $clientLastName
  • $projectName
  • $clientCompanyName
  • $yourEmail
  • $yourName
  • $yourCompanyName
  • $invoiceAmount
  • $invoiceBalance
  • $invoiceLink
  • $invoiceDueDate

To see this in action check out your Setting/Email Defaults section which will look similar to below:


Questions? We’ll be happy to answer your question, just use our support widget to contact our team.

Bill Happy,

Weekly Time Entry Project is Sorted, Excludes Completed

For folks using BillGrid’s weekly time entry view – we’ve made improvements to the project picker so that it matches in functionality to the project picker on invoice/estimate pages.

sorted project list

The above implies that “client (project)” values are now sorted by name. The list no longer includes completed projects. In case you forgot how to complete a project – you can do so by hovering over it’s on the client view page:

completing a project

Bill Happy,

Invoice Activity with Payment Details

We’ve added payment details to invoice activity events. Now when you are manually marking invoices as Paid, you can finally see all of the details within your invoice activity and weekly reports.

There are 3 possible events that could happen if you are manually marking invoices as Paid:

Full Payment (complete amount)

payment activity

Partial Payment (part of the amount)

payment partial

Remaining Payment (partial payment completing all payments on the invoice)

payment remaining



Sorted Client Picker and Other Fixes

We’ve released a few updates to BillGrid to make it run better.

  • Sorted client dropdown picker for invoice and estimate pages

Client List

  • Improvements and fixes to check payments via
  • Improvements to make view invoice page load quicker
  • Improvements to Plans and Pricing page
  • Google and API uplifts (due to changes listed here)

More updates are coming soon. Happy Labor Day weekend to the folks in US!




Weekly or Daily Time Sheet ?

You have several ways to track your time with BillGrid:

  • Daily
  • Timer (can be started from Daily view)
  • Weekly

For those of you who prefer the weekly view you can now save your preference such that Weekly view always shows up first (instead of Daily).

Time Sheet Daily vs Weekly

To setup your default time sheet view preferences go to Settings->TimeSheet Defaults, choose which view you prefer and hit the Update button.

Time Sheet View Preferences

We hope this makes your time logging and client billing easier. Feel free to give us a shout if you have any questions or feedback about this or any other feature.

Bill Happy.

Managing Time with BillGrid

We wanted to give a quick overview on many powerful time management features in BillGrid that can help you manage your billable time easier. We’ll go over multiple ways of entering time records, how to create an invoice with all or specific time logs as well as how to run reports for all time related activity.

For starters, you have the option to log your time in three distinct ways:

  • Timer (accessed from Daily Time Entry)
  • Daily Time Entry
  • Weekly Time Entry

Timer is really effective if you’d like BillGrid to keep track of how much time you spent on an individual activity. To begin tracking time you can pick a client and task, and Start Timer to activate the time tracking feature. Once timer is activated you can go to any other BillGrid page and continue to see the timer in the top section (header) or you can even log off or close your browser. You would need stop the timer when your activity is finished. If you have not – no worries – timer would be automatically discarded after 24 hours.

Managing Time with a Timer

Daily Time Entry is very useful if you are tracking time frequently with small increments. For frequently used client/task BillGrid keeps a quick hand section so you can pre-populate all inputs from last three previous records.

Managing Time with Daily Entry

Weekly Time Entry is very useful if you are tracking time infrequently, for example once every couple of days or once a week. You can add a client and task with a brief description and log time for each day of the week. When finished – do not forget to hit Save Time button to save your changes. Note that records that show up in gray have already been imported to an invoice and are not editable (more on how to import to invoice below).

Managing Time Weekly View

Once time records are logged you generate an invoice with all or some of the records included. The quickest and easiest way to do so would be from the client view page where you’ll find a list of projects with Time Entries subsection. You can highlight the records you’d like to include and hit Import to Invoice button, which will generate an invoice with a line item for each record selected. Note that once such invoice is saved – your time record status changes from OPEN to EXPORTED.

Managing Time Client View

There is a more powerful way to create an invoice from a range of time entry logs. It is located on TimeSheets page as a button called Import to Invoice.

Time Import to Invoice

Import to Invoice feature allows a range of options with Date/Time, Client and Project and even Staff selection. You can input your hourly rate so that all time cost would default to that amount or enter it from the invoice directly once it is created. You can group time records individually or by task or even project (switch between Detailed/Grouped arrangement options).

Advanced Time Import Screen

Finally once in a while you might want to keep a tab on all of your time logging activity. To do so you can run a Time Log Details report (from Reports->Time Log Details) which lets you select an individual client (or all clients) and Date Range.


Hope this was a useful overview and please always feel free to drop us a line if you have any questions.

Bill Happy,