The Track & Bill user guide

Getting started

Track & Bill runs in your web browser at https://trackandbill.app/app/ — there is nothing to download from an app store. This section walks you through creating your account, setting up your company, signing in, resetting your password, putting the app on your phone's home screen, and switching between companies if you belong to more than one.

How do I create my account?

There are two ways people join Track & Bill. Which one applies to you depends on whether you are starting a new company or joining one that already exists.

If you are starting fresh (you own the business), just create an account with any email you like — you will set up your company right after (see the next task).

If you are joining an existing company (your firm's owner already uses Track & Bill), the owner must add your email address to the team first, under More → Team. Then create your account using that exact email address. The sign-up screen reminds you: "Create your account — use the email your workspace was set up with."

1. Go to https://trackandbill.app/app/. You'll see the sign-in screen.
2. Tap First time here? Create your account.
3. Enter your email and a password (at least 8 characters).
4. Tap Create account.
5. If you see "Account created — check your email for a confirmation link, then sign in", open that email, click the confirmation link, then come back and sign in. (Some accounts are confirmed automatically and go straight in.)

How do I set up my company?

The first time you sign in without a company, the app asks you to create one. Your company is its own workspace: your consultants sign in with their own accounts, share the client list, and bill under your company's name.

1. Sign in. You'll see a screen titled Set up your consulting company.
2. Type your company name (for example, "TL Consulting").
3. Tap Create company.

That's it — the company is created and you are its owner. As owner you see everything: time, clients, invoices, and billing.

One note: if you were expecting to join an existing company but got this setup screen instead, stop here. It means the email you signed up with hasn't been added to that company's team yet. Ask the owner to add your exact email under More → Team, then sign out and back in.

How do I sign in?

1. Go to https://trackandbill.app/app/.
2. Enter your email and password.
3. Tap Sign in.

If you get "Wrong email or password", use Forgot password? to reset it. If you get "Email not confirmed yet", click the link in your confirmation email first. To sign out later, tap Sign out at the top right of the app.

I forgot my password. How do I reset it?

1. On the sign-in screen, tap Forgot password?
2. Enter your email and tap Send reset link.
3. Check your email (including spam) for the reset link, and open it on the same device you're using the app on.
4. The app opens a Set a new password screen. Enter your new password twice (at least 8 characters) and tap Save password.

You're signed in as soon as the password is saved.

How do I change my password while signed in?

1. Tap More in the bottom menu.
2. Scroll to the Change password card.
3. Enter your new password twice and tap Update password.

How do I install the app on my phone?

Track & Bill installs from your browser — no app store needed. Once installed, it opens full-screen from its own icon, just like a regular app. There is no "Install" button inside the app itself; you use your browser's own menu:

iPhone / iPad (Safari):

1. Open https://trackandbill.app/app/ in Safari.
2. Tap the Share button (the square with an arrow).
3. Tap Add to Home Screen, then Add.

Android (Chrome):

1. Open https://trackandbill.app/app/ in Chrome.
2. Tap the ⋮ menu at the top right.
3. Tap Add to Home screen (or Install app, if offered), then confirm.

After installing, the app's screens will still open when your connection is spotty, but you need an internet connection to load and save your actual data — time entries, clients, and invoices live on the server, not on your phone.

How do I know which company I'm working in?

Your company's name is always shown in the header bar at the top of the app, next to the Track & Bill logo. Anything you do — time entries, invoices, clients — goes into the company named there.

How do I switch companies?

If you belong to more than one company (for example, you consult for two firms that both use Track & Bill), you can switch between them:

1. Tap More in the bottom menu.
2. In the Signed in as card at the top, use the Switch company dropdown to pick the company you want.

The header updates to the new company's name and the app reloads that company's data. The app remembers your choice — next time you open it, you'll be in the company you used last.

If you only belong to one company, the Switch company dropdown doesn't appear — there's nothing to switch to.

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Tracking your time

You can track time two ways: run the timer while you work, or type in the minutes afterward. Both live on the Time tab (the timer card also appears at the top of Home). Every entry belongs to a job, and a job belongs to a client — so if the picker is empty, add a client and job first.

How do I start the timer?

1. Open Home or Time. The timer card is at the top.
2. Pick a job from the dropdown on the timer card. Only active jobs for non-archived clients are listed.
3. Tap ▶ Start timer.

While the timer runs, the job picker locks, the card counts up (hours:minutes:seconds), and a small badge showing the elapsed time (hours:minutes) appears in the header — so you can see the timer is running from any screen. The running timer is saved on this device, so it keeps counting even if you close the app or your phone sleeps. It does not follow you to another device or browser.

How do I stop and save?

1. Tap ■ Stop & save on the timer card.
2. The app asks "what did you work on?" — type a short description. (If you cancel the prompt, the time is still saved, just with no description.)

The entry is saved to today's date, rounded to the nearest minute (minimum 1 minute), against the job you picked. You'll see a "Saved" confirmation.

How do I discard a timer I started by mistake?

Tap Discard on the timer card and confirm. The timer is thrown away and nothing is saved.

How do I add time manually?

1. Open the Time tab and find the Add time form.
2. Fill in:
   • Job — required.
   • Date — defaults to today; change it to backdate an entry.
   • Minutes — required, whole minutes (e.g. 90 for an hour and a half).
   • Description — optional, but it's what prints on the invoice line, so it's worth a sentence.
   • Sub-project — optional. As you type, the app suggests sub-projects already set up on your jobs, but you can enter anything.
3. Tap Save entry.

Time is entered in minutes, not hours — the app displays it as hours (e.g. 90 minutes shows as 1.50h). The Time tab also has a Mileage form for logging billable drives; that's covered in the invoicing section.

How do I fix or delete an entry?

Entries can't be edited in place. To fix a mistake, delete the entry (the ✕ button on its row, then confirm) and add it again with the right details.

Once an entry is on an invoice, it's locked. Its row shows a billed badge instead of the ✕ button, and it can't be deleted. To change a billed entry, the company owner has to delete the draft invoice (or void the sent invoice) first — that releases its entries back to unbilled.

Who can see my time?

• You always see your own entries.
• Members (consultants / gig workers) see only their own time. Peers never see each other's hours.
• Supervisors see their own time plus their direct reports' time.
• The owner sees everyone's time, plus the financial screens other roles don't get: the Invoices and Clients tabs and the dashboard money stats.

Everyone shares the company's client and job list, so you're always logging against the same jobs. On teams of more than one person, each entry row shows who logged it (the name part of their email).

What do the dashboard numbers mean?

The Home tab shows:

Below the stats, Home lists your six most recent time entries, and (for the owner) any outstanding invoices. The week resets every Monday.

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Mileage and expenses

Track & Bill lets you log the drives you make for a client and bill them at your company's per-mile rate. Log a drive by hand, or tap Start drive when you leave and End drive when you arrive and let your phone's GPS measure it. Coordinates stay on your device — only the mileage figure is saved.

How do I log a drive?

1. Open the Time tab and scroll to the Mileage card.
2. Fill in the form:
   • Date — defaults to today.
   • Miles — the distance you drove. Required, at least 1 mile; you can use tenths (for example 12.5).
   • From and To — optional labels like "Office" and "Client site". They show up later when you pick drives for an invoice, so a quick note here helps you recognize the trip.
   • Client — the client the drive was for. This is how the drive finds its way onto the right invoice.
3. Tap Log drive. You'll see a "Drive logged" confirmation.

Every drive you log is saved as a business, billable trip automatically — there's no personal/business toggle on the form. If a drive shouldn't be billed, simply leave it unchecked when you create the invoice (see below).

Logged drives don't appear in a list on the Time tab. You'll see them again — with their date, from/to labels, miles, and dollar value — when you create an invoice for that client.

Lawn care and house cleaning: Arrived / Left

On a service schedule, tap Arrived when you get there — the customer gets an email with the time and a GPS check-in (location is read only at the tap). Tap Left when you're done: the invoice is created for the agreed fee, or for the time you were on site if the schedule bills by time (rounded up to the quarter hour), and emailed to the customer with the next scheduled visit noted on it. The schedule then rolls forward. You can still use Bill to invoice a visit by hand.

How does mileage get onto an invoice?

When you create a new invoice (Invoices tab, + New Invoice), the wizard shows a Mileage card listing every unbilled drive for the client you picked. The card's heading shows the rate being used, for example "Mileage (@ $0.35/mi)". Each drive is pre-checked; uncheck any you don't want to bill yet.

On the finished invoice, all the checked drives are combined into one line — not one line per trip. The line reads, for example, "Mileage — 3 trips", with the total miles as the quantity and your per-mile rate as the rate:

The amount is total miles × rate, rounded to the cent. The individual from/to details do not print on the invoice — only the trip count and total miles.

Where does the per-mile rate come from?

The rate is a company-wide setting stored with your workspace — the same rate applies to every client and every drive. There is currently no field on the Account & Settings screen to change it, and if no rate has been set, mileage lines calculate at $0. If your mileage shows $0.00/mi on the invoice wizard, contact support to get your rate set.

How do expenses appear on invoices?

The invoice wizard also has an Expenses card. Any unbilled expenses recorded for the client are listed there (date, description, and amount), pre-checked just like drives. Each checked expense becomes its own line on the invoice at face value — the exact dollar amount you recorded, with no markup and no per-unit math. Uncheck an expense to hold it for a later invoice.

To record one, open the Time tab and use the Expenses card: date, amount, description and the client it was for. Logged expenses stay unbilled until you include them on an invoice.

What does "billed" mean?

The moment you create a draft invoice, every time entry, drive, and expense you included is stamped as belonging to that invoice. That means:

• They stop appearing as "unbilled" and won't show up in the wizard for the next invoice — you can't accidentally bill the same drive twice. If something was already billed elsewhere, invoice creation stops and rolls back with a warning instead of double-billing.
• Billed time entries show a billed badge on the Time tab and can no longer be deleted from there.
• "Billed" happens at draft creation — it doesn't mean the invoice was sent or paid. Those are separate steps.
• If you delete the invoice (available for drafts) or void it (available for sent invoices), its items are released back to unbilled, so you can put them on a new invoice.

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Clients, jobs, purchase orders and retainers

The Clients tab is where you set up who you work for, what you charge them, and any money arrangements around the work — retainers you hold and purchase orders you bill against. Only the company owner sees this tab. Supervisors and members don't get a Clients tab in their navigation, though members can still pick shared clients and jobs when they log time.

How do I add a client?

1. Open the Clients tab (👥 in the bottom navigation).
2. Scroll to the New client card.
3. Enter a Name (required). Add an Email if you plan to email invoices, and a Rate/hr to set the client's default hourly rate.
4. Tap Add client. You'll see "Client added ✔".

The client list shows each client's name, their active jobs, their hourly rate on the right, and — if they have one — their current retainer balance.

How do I add a job?

1. On the Clients tab, scroll to the New job card.
2. Pick the Client the job belongs to.
3. Enter a Job name (required).
4. Enter a Rate/hr — or leave it blank. If you leave it blank, the job uses the client's default rate.
5. Choose the Billing type: Hourly (the default) or Flat fee (hours billed against it). A flat-fee job also needs its fee amount in the Flat fee ($) box.
6. Tap Add job.

Retainers: getting money on account

A retainer is money a client pays you up front. The app tracks it as a balance per client, and later invoices can draw it down. Each client in the list has two buttons for putting money on account:

A deposit invoice carries a "deposit" badge and starts as a draft like any other invoice — send it (or tap Mark Sent) first. When you then tap ✓ Mark Paid on it, the amount is credited to the client's retainer and the invoice shows "Paid — credited to the client's retainer balance". If you later tap Reopen (unpaid), the credit is reversed — but only while the client's retainer balance still covers the full deposit amount. If draw-downs have taken the balance below that, the app refuses: "This deposit has already been drawn against — the invoice cannot be un-paid".

These buttons don't appear for clients marked as internal, since internal work isn't invoiced.

How does an invoice use the retainer?

When you create a new invoice for a client who has a retainer balance, the invoice form shows a checkbox: Apply retainer credit — $X available. It's checked by default. Leave it checked and the app applies as much of the balance as the invoice needs. The finished invoice shows the subtotal, a "Retainer credit" line subtracting what was applied, the retainer amount remaining, and the Amount due after the credit. Deleting a draft or voiding a sent invoice returns its retainer credit to the client's balance.

Purchase orders: billing against a PO

Some clients issue a purchase order (PO) and expect every invoice to reference it. The app supports two levels of this:

• Tracked PO — a PO the app knows about, with a number and (usually) a dollar amount. The app tracks how much you've billed against it and how much is left.
• Free-text PO number — just a number that prints on the invoice. Nothing is tracked.

When you create an invoice, the form has a Bill against PO dropdown listing the client's open tracked POs, each with its remaining balance — for example "PO 4500235873 ($1,200.00 left)". If the client has open POs, the most recently added one is selected by default — pick — none — if this invoice shouldn't bill against a PO. Next to the dropdown is Or PO number (free text) if you only need the number printed.

As you check work on and off the invoice, the form warns you in real time if the selected work exceeds what's left on the chosen PO. If you go ahead and create the invoice anyway, the app asks you to confirm — for example "This invoice ($900.00 pre-tax) exceeds the $500.00 left on PO 4500235873. Bill it anyway?" You can confirm and bill past the PO, or cancel and trim the invoice.

The invoice page shows the PO number and, for a tracked PO, how much is left on it.

What happens when a PO runs out?

After you create an invoice against a tracked PO, the app checks what's left. If the remainder is smaller than the invoice you just created — a sign the PO is nearly spent — it offers to close it out: "PO … is nearly exhausted: $X left — less than this invoice. Close it out and set up the replacement PO now?"

1. Confirm, and the app asks for the new PO number and its amount.
2. The new PO opens for the same client, the old one is closed, and you'll see "PO (old) closed · PO (new) is active ✔". Future invoices bill against the new PO.
3. Decline (or leave the number blank), and the old PO simply stays open.

How do I add or change a PO on an existing invoice?

POs often arrive after the work is already invoiced. On any invoice that isn't void, there's an Apply PO button (labeled Change PO if the invoice already has one). Tap it and the app lists the client's open POs with their remaining balances. Enter its position number from the list (1, 2, …) to link that tracked PO, type a PO number as free text (printed but not tracked), or leave it blank to clear the PO off the invoice. Linking a tracked PO this way counts the invoice against that PO's balance and runs the same nearly-exhausted check described above.

Good to know

• There is no separate "add PO" screen. Tracked POs enter the app through the replacement prompt when an old PO runs out. If you have a brand-new PO and no tracked history yet, type its number in the free-text box — it will print on the invoice, but the app won't track its balance.
• Voided invoices don't count against a PO's balance — voiding an invoice gives that money back to the PO.
• Closed POs can't be billed against; the app blocks it and tells you the PO is closed.
• A tracked PO can only be used on invoices for its own client.

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Invoicing — creating, sending, getting paid

Invoicing turns your unbilled time, mileage, and expenses into a bill your client can receive by email or text, view online, print, and pay. Invoicing is owner-only — the Invoices tab does not appear for supervisors or members.

How do I create an invoice?

1. Go to Invoices and tap + New Invoice.
2. Pick the Client. The picker skips internal clients, and it pre-selects the first client that has unbilled work. Archived clients still appear as long as they have unbilled work, so money never gets stranded.
3. Review the Time entries, Mileage, and Expenses cards. Every unbilled item for that client is listed with a checkbox, and every checkbox starts checked. Uncheck anything you want to hold back for a later invoice. Mileage is priced at your per-mile rate from settings; each row shows its dollar amount.
4. If the client has an active flat-fee engagement, it gets its own card. The Bill flat fee on this invoice box starts checked whenever any of the fee is still unbilled — uncheck it to hold the fee for a later invoice. The amount to bill defaults to whatever is still unbilled on the fee. The hours logged to that engagement are listed with their own checkboxes and print on the invoice at $0 — the client sees the work, but only the fee is billed.
5. Set the Invoice date (defaults to today) and Due date (defaults to today plus your payment-terms days).
6. Set Tax % if you charge tax. It defaults to the tax rate in your invoice settings.
7. Optionally bill against a PO: pick one of the client's open purchase orders from the dropdown (the first open PO is pre-selected — choose "— none —" if you don't want one), or type any PO number in the free-text box; free-text numbers simply print on the invoice. If the selected work exceeds what's left on a capped PO, a live warning appears, and you'll get a final "Bill it anyway?" confirmation when you create the draft.
8. If the client has retainer money on account, an Apply retainer credit checkbox appears showing the available balance. It starts checked; leave it on to draw the invoice down from the retainer.
9. Add Notes if you want — they print on the invoice.
10. Tap Create Draft. The button shows the next invoice number (for example "Create Draft (INV-1013)"). The final number is assigned by the server when you save, so it can never collide with another invoice — in rare cases it may differ from the preview.

The items you selected are stamped as billed the moment the draft is created, so they can't end up on two invoices. If anything was already billed elsewhere, the whole create is rolled back and nothing is double-billed.

What are the invoice statuses, and what can I do in each?

• Delete Draft (drafts only) asks you to confirm, releases the invoice's time, mileage, and expenses back to unbilled, returns any retainer credit it used, and deletes the invoice.
• Mark Sent stamps the invoice as sent with a timestamp — use it when you delivered the invoice some other way.
• Void Invoice (sent only) asks you to confirm, releases all items back to unbilled, returns any retainer credit, and keeps the invoice on file marked void. If the client has a billing email, the app also tries to email them a void notice with a VOID-stamped copy attached; if that email fails, the void still stands and you're told so you can forward it yourself.
• ✓ Mark Paid records payment with a timestamp.
• Reopen (unpaid) puts a paid invoice back to sent — for when a payment bounces or was recorded by mistake.

You can also Apply or Change a PO on an existing invoice (any status except void) — useful when the client's PO arrives after the work was billed.

How do I email an invoice to my client?

1. Open the invoice and tap ✉ Send to Client (on a sent invoice the button reads ✉ Re-send).
2. The "to" address is pre-filled with the client's billing contact (their billing email, or the client's main email if no billing contact is set). Leave it as-is to send normally, or type a different address to forward a copy.
3. Optionally add CC addresses (comma-separated).

• The email comes from invoices@trackandbill.app with a PDF of the invoice attached.
• Sending a draft to the billing contact automatically marks it sent.
• Forwarding to a different address does not change the invoice status — you'll see "The invoice status was left unchanged."
• The button is disabled while the send is in progress, so a double-tap can't email your client twice.
• If the client has no billing email yet, the app tells you and lets you type an address to forward to instead.

How do I text an invoice?

Tap 💬 Text on a draft or sent invoice. The app creates a secure share link — your client can open it in any browser without an account or login — and opens your phone's share sheet or Messages app with the text pre-filled: invoice number, amount, due date, and the view link. The message goes out from your own phone number; nothing is sent from a server. If your device can't share or text, the message is copied to your clipboard to paste anywhere. Texting an invoice does not change its status.

How do I print an invoice or save it as a PDF?

Tap 🖨 View / Print. The invoice opens in a new window in the print layout — your business details, BILL TO block, line items, totals, notes, and payment instructions. Tap 🖨 Print / Save as PDF and use your browser's print dialog; choosing "Save as PDF" there produces the PDF file. Paid invoices print with a PAID watermark (and show $0.00 as Amount Due); void invoices print with a VOID watermark. If the window doesn't open, allow pop-ups for the site.

How do clients pay online?

1. In More → Payments, paste your Stripe payment link (from Stripe Dashboard → Payment links) and tap Save payment link.
2. Once saved, a 💳 Pay online button appears on every invoice that isn't paid or void, and the link prints in the invoice's payment instructions.

Honest limit: the app doesn't yet detect Stripe payments automatically. When the money arrives, open the invoice and tap ✓ Mark Paid yourself.

How does retainer credit work on an invoice?

If the client has retainer money on account, leaving Apply retainer credit checked in the wizard draws the invoice down from that balance. The invoice then shows a "Retainer credit" line, the retainer balance remaining, and an Amount due that's the total minus the credit. Deleting or voiding the invoice returns the credit to the client's balance.

What is a deposit invoice?

A deposit invoice bills the client for retainer money (started from the client's page with the 🧾 Deposit invoice button). It behaves slightly differently: marking it paid credits the amount to the client's retainer balance, and it can only be reopened while none of that credit has been spent.

How do I know when an invoice is overdue?

Once a sent invoice passes its due date, its status badge on the invoice list is replaced by a colored pill showing exactly how overdue it is — for example "12 days overdue." The color deepens with age using standard aging buckets: 1–30, 31–60, 61–90, and 90+ days. Drafts and paid invoices never show as overdue. The same overdue math sets the payment-reminder schedule (a first reminder becomes due at 1 day overdue, then weekly), so the app and reminders always agree on what counts as overdue. Reminders are owner-controlled — nothing is sent to your client unless you, the owner, have turned them on.

What's the "Invoice your clients with Track & Bill" line on my invoices?

Printed invoices carry a small footer link under "Thank you for your business." It's on by default. To remove it, go to More → Payments and uncheck Show "Invoice your clients with Track & Bill" link on printed invoices.

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Your team — roles and what each person sees

Track & Bill is built for a small firm: your company is its own workspace, and each consultant or gig worker signs in with their own account. Everyone shares the company's client and job list, but what each person can see depends on their role. All team management lives in one place: More → Team. Only the owner sees the Team card.

The three roles

Peers never see each other's billable hours. A member can't see what another member logged, and a supervisor only sees people who report to them. These limits come from each person's role — there's nothing extra you need to configure.

How do I add a team member?

1. Tap More, then find the Team card.
2. In the form at the bottom, enter their Email and pick a Role (member, supervisor, or owner).
3. Tap Add team member.
4. Tell them to go to the app's sign-in screen, tap "First time here? Create your account", and sign up using the exact email you added. The sign-up screen reminds them: "use the email your workspace was set up with."

The app does not send them an invitation email — you'll need to let them know yourself. Once they create their account with the matching email, they're in your workspace with the role you chose.

On the Team plan ($69.99/mo), your workspace covers up to 5 people.

How do I set who reports to whom?

Reporting lines are what give a supervisor visibility into someone's time. In the Team card, every non-owner has a dropdown next to their name:

• It starts as "no supervisor".
• Open it and pick "reports to [name]" — the list shows your supervisors and owners.
• The change saves immediately ("Reporting line saved").

Until you assign a supervisor, that person's time is visible only to them and to owners.

How do I change someone's role?

Each person in the Team list has a role dropdown (member / supervisor / owner). Pick the new role and it saves right away. You cannot change your own role — your own row's dropdown is locked. Owners don't get a "reports to" dropdown; they already see everything.

How do I remove someone?

Tap the × button next to their name in the Team list, then confirm. You can't remove yourself from this list. Their past time entries stay with the company — the work they logged doesn't disappear.

Related: if you ever delete your own account and you're the sole owner of a company, you must first make someone else an owner (or delete the company), so the company's records aren't orphaned.

Who logged what? Per-person attribution

Every time entry is stamped with the email of the person who logged it. Once your workspace has more than one person, entry lists show the person's name (the part of their email before the @) after the date and job — so you can tell your hours from theirs at a glance. When you're working solo, this label is hidden to keep the list clean.

What non-owners see in the app

Members and supervisors get a simpler app. The Invoices and Clients tabs are hidden from the bottom navigation — only owners see them. Non-owners get Home, Time, and More. They can still pick from the shared client and job list when logging time; they just can't browse client details or billing.

Owner-only areas also include the Billing card (subscription and plan) and the Team card in More, plus financial numbers like the unbilled total on the Home dashboard. This isn't just cosmetic: even if a non-owner reached a financial screen, the server would return no data for it.

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Your subscription

Track & Bill starts every company on a free trial — 7 days on monthly plans, 30 days when you prepay a year. After that it's a simple monthly subscription, handled securely by Stripe. Only the company owner can see or manage billing — members and supervisors never see the Billing card.

How do I check my trial or subscription status?

1. Tap More in the navigation bar.
2. Look at the Billing card near the top of the page (owners only).

The status line tells you where you stand:

Which plan should I pick?

• Solo — $19.99/mo. One person: just you.
• Team — $69.99/mo. Up to 5 people in your company.

How do I subscribe?

1. Sign in as the company owner and go to More.
2. In the Billing card, tap Solo — $19.99/mo or Team — $69.99/mo (up to 5). (These buttons only appear when you don't have an active plan.)
3. You're taken to Stripe Checkout to enter your card. Track & Bill never sees or stores your card number.
4. When you finish, you're brought back to the app and see "Subscription started ✔ — welcome aboard".

If you subscribe during your trial, your card is not charged until the trial ends — you keep the rest of your trial.

If checkout can't start, the app shows a "Checkout failed" message and the button becomes tappable again. Check your connection and try once more.

What if my payment fails?

The Billing card shows "⚠️ Payment problem". Stripe emails you a link to update your card — that's the quickest fix. You can also resubscribe from the Billing card.

Is billing per person or per company?

Per company. Each company (workspace) has its own trial and its own subscription. If you belong to more than one company, use the Switch company dropdown at the top of the More page, then check that company's Billing card — subscribing in one company does not cover another.

Good to know

• You can cancel anytime. There's no cancel button inside the app yet — send a message from the Support card on the More page and we'll take care of it.
• Checkout is handled by Stripe; the app only stores your subscription status.
• Members and supervisors can't see billing at all — only the owner can subscribe or check status.

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Settings, your data, and getting help

Everything in this section lives on the More tab (the gear icon in the bottom navigation). The page is titled Account & Settings. It's also where you can see which account and company you're signed in to.

How do I put my business info on my invoices?

The Business details card controls what prints in the header of every invoice.

1. Go to More and find the Business details card.
2. Fill in any of: company name, owner name, address, billing email, phone, and website. All fields are optional.
3. Tap Save business details. You'll see "Business details saved" when it's done.

These details appear on every printed invoice from then on. You can come back and change them anytime.

How do I let clients pay me online?

Track & Bill doesn't process payments itself. Instead, you paste in a payment link from your own Stripe account.

1. In your Stripe Dashboard, go to Payment links and create one.
2. On the More tab, find the Payments card and paste the link into the Stripe payment link field. It must start with https://.
3. Tap Save payment link.

Once saved, a Pay online button appears on your unpaid invoices in the app, and the link prints in the payment instructions on invoices that aren't paid or voided. To remove it, clear the field and save again.

The same card has a checkbox: Show "Invoice your clients with Track & Bill" link on printed invoices. This small referral line prints at the bottom of your invoices and is on by default. Untick it if you'd rather not show it — your invoices are otherwise unchanged.

How do I bring my history over from Harvest or Toggl?

You can import your past time entries from a CSV file so your history comes with you.

1. Export your time from your old tool: in Toggl, use the detailed CSV export; in Harvest, export a time report as CSV. A generic CSV also works if it has Date, Client, Project (or Job), and a Duration, Hours, or Minutes column.
2. On the More tab, find Import from Harvest / Toggl / CSV and choose your file.
3. Read the preview. It shows which format was detected, how many time entries were found, how many new clients and new projects will be created, and how many rows will be skipped (rows with a bad date, zero duration, or a missing client/project are skipped).
4. Tap Import.

Clients and projects that don't exist yet are created for you automatically, matched by name (capitalization doesn't matter). The import never guesses rates — new clients and projects come in without one, so set your rates after the import before you invoice that work.

If the file isn't recognized, you'll see a message asking for a Toggl "detailed" export or a Harvest time report. If an import stops partway due to an error, the rows that already imported are kept — fix the problem and re-check before running it again so you don't double up.

How do I get my invoices into QuickBooks or my accounting software?

The Export to QuickBooks / accounting card has three download buttons:

• QuickBooks invoices CSV — formatted for QuickBooks Online's invoice import (in QuickBooks: Gear → Import data → Invoices). It exports your sent and paid invoices only — drafts and voided invoices are skipped. Each invoice line item becomes a row, and sales tax is exported as its own line so the imported total matches your invoice. Two limits to know: QuickBooks accepts at most 100 invoices and 1,000 rows per upload (the app warns you and you can import in batches), and QuickBooks can't import retainer credits — the app tells you how many invoices used retainer credit so you can enter those as credit memos in QuickBooks by hand.
• All invoices CSV — one summary row per invoice, every status included (drafts and voids too), with the client, kind, status, issue and due dates, subtotal, tax, retainer applied, total, paid date, and PO number. This opens in Excel and imports into Wave, Xero, or any spreadsheet-based bookkeeping.
• Clients CSV — your client list with name, company, email, and default rate. Use it for QuickBooks' customer import or any address book.

How do I back up my data?

1. On the More tab, find the Backup card.
2. Tap Download backup.

You get a single JSON file (named track-and-bill-backup- plus today's date) containing a full snapshot of your company's data — clients, jobs, time entries, drives, expenses, invoices, purchase orders, the retainer ledger, the comms log, and your settings. The backup fetches everything fresh, so it's complete even if the app screen only shows recent entries. The database is also backed up automatically on the server side, so this file is your own extra copy — there's no import-from-backup button in the app; if you ever need to restore from it, contact support.

How do I change my password?

1. On the More tab, find the Change password card.
2. Type your new password twice (at least 8 characters).
3. Tap Update password. If the two entries don't match, you'll be asked to try again.

Forgot your password entirely? Sign out and use Forgot password? on the sign-in screen — you'll get a reset link by email.

How do I contact support?

1. On the More tab, find the Question or problem? card.
2. Pick a type — Question or Problem — write your message, and tap Send to support.

Your message goes straight to the support team along with your account email, so they can reply to you directly.

How do I delete my account?

Deleting your account permanently removes your sign-in and your company memberships. It cannot be undone.

1. On the More tab, scroll to the Delete account card and tap Delete my account.
2. Confirm the warning, then type DELETE (all caps) when prompted.
3. You're signed out once the deletion completes.

Two things to know first:

• If you're the sole owner of a company, you must make someone else an owner (or delete the company) before you can delete your account — otherwise the company's records would have no owner.
• Company records stay with the company. Time entries, invoices, and clients belong to the workspace, not to you personally, so remaining team members keep them after you leave.

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Still stuck?

In the app, open More → Question or problem? and send us a message — it goes straight to support. Include what you were trying to do and what you saw.