Billing & Invoicing

Ledger Loom provides a complete task-to-invoice lifecycle. Track time on tasks, review the billing queue, and sync invoices directly to your accounting system.

Billing Overview

The billing flow in Ledger Loom follows these stages:

1. Time is tracked — automatically via invisible time tracking, or manually entered.
2. Task reaches "Ready to Invoice" — appears in the invoice queue.
3. Review and adjust — verify time, rates, and amounts in the queue.
4. Create invoice — generates an invoice with calculated line items.
5. Sync to accounting system — invoice is pushed to QBO/Xero/MYOB.
6. Client receives invoice — visible in the Client Portal for online payment.

Invoice Queue

Navigate to Billing > Invoice Queue to see all tasks in the "Ready to Invoice" status. The queue shows:

• Client name and entity
• Service performed
• Total tracked time
• Calculated amount (based on rate hierarchy)
• Assignee who performed the work

Rate hierarchy

The billing amount for each task is determined by a three-tier rate hierarchy:

Per-task billing overrides

For one-off adjustments, you can override the billing amount directly on a task in the invoice queue. Click the amount to edit it inline. A reset button clears the override, reverting to the rate hierarchy.

Common use cases: fixed-fee engagements, discount for a specific task, write-offs, or additional charges.

Creating Invoices

From the invoice queue, select one or more tasks and click Create Invoice. Ledger Loom:

• Groups tasks by client and entity
• Creates invoice line items with service names, quantities (hours), rates, and amounts
• Applies the correct tax code based on the service and entity configuration
• Generates the invoice with your firm's branding

Accounting System Sync

Once created, invoices are automatically synced to your connected accounting system:

• QuickBooks Online: creates an Invoice in QBO with matched customer, line items, tax codes, and income accounts
• Xero: creates an Invoice in Xero with the corresponding contact and tracking categories
• MYOB: creates a Sale invoice in MYOB with the correct accounts and tax codes

The sync happens automatically after invoice creation. You can view the sync status on the invoice detail page.

Failed Invoices

Navigate to Billing > Failed Invoices to see invoices that could not sync to your accounting system. Common failure reasons:

• No QBO customer match — the client is not linked to a QBO customer. Link them from the client detail page.
• Invalid tax code — the service's tax code does not exist in QBO. Update the mapping in Settings.
• Expired connection — the OAuth token has expired. Reconnect from Settings > Accounting Connection.
• Rate limit — the accounting system rate-limited the request. Retry automatically resolves this.

Failed invoices can be retried individually (click Retry) or in bulk (select multiple and click Retry Selected).

Billing Dashboard

The Billing > Dashboard provides an overview of your practice's billing health:

• Total invoiced this month / quarter / year
• Outstanding amounts
• Average billing rate across services
• Revenue by service and client
• Collection rate and aging

Client Payments

Clients can view invoices and make online payments through the Client Portal. Payments are processed via eWay (Australian payment processing) and reconciled automatically.

Tips and Best Practices

• Review time entries before invoicing — check for anomalies from invisible time tracking before creating invoices.
• Use custom rates for key clients — set client-level rates for your most important clients to avoid manual overrides each month.
• Batch invoice at month end — select all "Ready to Invoice" tasks and invoice them together for efficiency.
• Monitor failed invoices weekly — resolve sync failures promptly to keep your accounting system current.
• Link all clients to QBO — ensure every client has a QBO customer match to prevent sync failures.

Next Steps

• Connect QuickBooks Online →
• Client Portal guide →
• Task management →