Push time to Xero
as a draft invoice
Turn tracked time into a Xero invoice with hours, rates, descriptions, and tax already filled in. Review in Xero, send. No CSVs, no copy-paste, no rewriting line items.
From timesheet to Xero invoice, in one flow
Three steps. The slow parts are not in this flow because they're already done.
Select the entries
Pick a client and a date range, or scope to a retainer period. Approved entries are pre-selected; the wizard skips anything already invoiced.
Choose how to group line items
Per entry, per project, per date, or per team member. Hour Cap remembers the default for the org so you only pick it when overriding.
Push to Xero
Hour Cap creates the invoice as a draft in Xero with hours, rates, descriptions, and tax. Review in Xero and send.
What ends up on the Xero invoice
The line items, hours, and amounts come from your tracked time. Everything else comes from your existing Xero setup, so invoices look and behave exactly like Xero invoices you'd create by hand.
- Multi-line descriptions from each time entry, kept verbatim
- Default tax rate from your Xero account, overridable per invoice
- Revenue account that you've chosen for the org or per project
- Xero branding theme so the invoice matches your existing look
- Tracking categories applied to line items for Xero reporting
- Always a draft, never sent, until you review and send from Xero
Why turn timesheets into Xero invoices this way
The alternative is what most teams have done for years: export a report as CSV, open Xero, manually create an invoice, copy line items across, fix the formatting, attempt to remember what each entry was about, give up, write "Consulting" on one line, send.
Pushing time directly to Xero solves four problems at once. The descriptions you already wrote become the line items. The tax rate, account, and branding theme come from your existing Xero setup, so the invoice looks right by default. Time entries are marked invoiced so the next billing run doesn't include them again. And there's a record in Hour Cap of every invoice with its full line item history, even after you've sent and reconciled it in Xero.
The whole flow is covered in more detail on the Xero time tracking pillar if you want the long version.
Common questions
How do I push time entries to Xero as an invoice?
Connect your Xero account in Hour Cap's settings. Open the invoice wizard, pick a client, choose a date range or retainer period, select the entries you want to include, choose a grouping (per entry, per project, per date, or per member), and push. The invoice arrives in Xero as a draft with hours, rates, descriptions, and tax all filled in.
Can I turn timesheets into Xero invoices automatically?
Hour Cap does not auto-push invoices on a schedule, which is by design: you want a human to confirm what's being billed. The flow is one click from the timesheet to a draft Xero invoice, but you still hit the button. Once it's in Xero, your existing Xero workflow (review, send, payment tracking) takes over.
What ends up on the Xero invoice?
Line items with hours, rates, and totals come from your tracked time. Descriptions on each time entry become the description text on the corresponding line item, preserving multi-line content. Tax rates, revenue accounts, branding themes, and tracking categories are pulled from your Xero settings so the invoice matches your existing setup.
Can I choose how line items are grouped?
Yes. Four grouping modes: per entry (full detail), per project (one line per project), per date (one line per day), or per team member (one line per person). Set the default at the organisation level and override per invoice when a client wants something different.
Are pushed entries marked as invoiced?
Yes. Once an entry is on a pushed invoice, Hour Cap marks it invoiced and excludes it from future invoices automatically. If you void the invoice in Xero, the entries are released so you can re-invoice them. That keeps you from double-billing a client by accident.
What if the push to Xero fails?
The invoice stays in Hour Cap in a failed state with the error message Xero returned (for example, a missing tax rate or a Xero permission issue). Fix the underlying setting and retry the push. No data is lost and nothing is duplicated.
Time tracked, invoice drafted, move on
Free to start. Xero integration included on every paid plan.