Close the month
without the panic
Review the month, approve timesheets, push every client invoice to Xero as a draft. One workflow, one sitting. No CSV exports, no rekeying, no last-minute panic.
Free plan. No credit card.
The end-of-month billing run, badly
Most teams treat monthly billing as a project, not a process. It eats two days a month for no reason.
- Someone chases missing time entries on the last Friday of the month.
- Someone else exports a CSV from the time tracker and starts typing line items into Xero.
- A retainer that overran is discovered two months too late.
- Two clients get billed for the same hour because nobody marked the entry invoiced.
Hour Cap collapses the whole cycle to one screen: pick a client, pick a date range, push to Xero. Repeat for the next client. The system tracks what's already been invoiced so nothing goes out twice.
A monthly billing run that doesn't take a day
See the month before you bill it
Open the time report, filter by month and client, and see exactly what's billable. No exports, no spreadsheets. The numbers you see are the numbers on the invoice.
- Total hours and revenue per client at a glance
- Spot retainer overruns before they hit the invoice
- Catch missing entries while the team is still in the building
3 drafts in Xero. Review and send.
One invoice per client. One click each.
The invoice wizard scopes to a single client and date range. Pick your grouping, push to Xero, move on. No CSV in sight.
- Line items grouped per entry, project, date, or person
- Hours, rates, descriptions, tax rates, branding themes filled in from Xero
- Drafts arrive in Xero for review, you stay in control of when to send
Nothing gets billed twice
Once an entry is on a pushed invoice, Hour Cap marks it invoiced and excludes it from next month. Void the invoice in Xero and the entries come back. You don't have to track this manually.
- Entries marked invoiced automatically on push
- Voided Xero invoices release entries for re-billing
- Failed pushes report the Xero error and stay in a recoverable state
February entries are locked to their invoice. New entries roll into March.
The monthly billing run, end to end
Chase missing hours
Filter the report by user and date. Anyone with a thin week gets a Slack message before close.
Approve timesheets
Run through the approval dashboard. Only approved time is invoiceable.
Push to Xero, client by client
Invoice wizard, grouping, push. Repeat for each client. Five minutes apiece.
Review and send from Xero
Your existing Xero send flow takes over. Branding, payment terms, the lot.
Stop dreading the end of the month
Hour Cap connects to Xero, syncs your contacts, and gets you to a draft invoice in minutes per client.
What changes at the next month-end
From two days to one sitting
The billing run is a single session, not a project.
Draft invoices, never typed
Hours, rates, descriptions, tax. All filled in.
No double-billing
Invoiced entries lock automatically.
Clear monthly revenue
Total billable, total billed, per client. Visible all month.
Common questions
How do I run a monthly billing cycle for client work?
At the end of the period, review tracked time per client, approve any timesheets that need approval, generate one draft invoice per client through the invoice wizard, and push to Xero. Review the drafts in Xero and send. The whole flow takes one sitting once your time is captured correctly during the month.
What's the best way to invoice multiple clients at the end of the month?
Filter time entries by client and date range, then run the invoice wizard for each client. Pick a line item grouping that matches what the client expects (per entry, per project, per date, per member). Push the draft to Xero and move on. Invoiced entries are marked automatically so they don't appear next month.
How do I make sure I don't double-bill a client?
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 for re-invoicing. You don't have to track this in a spreadsheet.
Can I bill some clients weekly and others monthly?
Yes. Retainers can be set to weekly, fortnightly, monthly, quarterly, or custom periods, independently per client. Ad-hoc hourly clients can be invoiced whenever you choose. Hour Cap doesn't force every client onto the same cycle.
What about overrunning retainers or work that needs to roll into next month?
Hours that exceed a retainer are still tracked and visible. When you invoice the period, the wizard lets you pick exactly which entries are billed; the rest stay available for next month or for a top-up invoice, depending on your agreement with the client.