Does Toggl Track do invoicing? What it covers and what it doesn't
Yes. Toggl Track invoicing is available to every workspace user, including on the free plan. You create an invoice from a Summary or Detailed report, edit it and download a PDF. There are limits: free-plan PDFs carry the Toggl logo, the layout and font cannot be changed, there is no paid status, and sending the invoice to QuickBooks Online needs a paid plan and an admin.
How does Toggl Track invoicing work?
Create a Toggl Track invoice from a filtered Summary or Detailed report, edit the invoice fields, then download the PDF. The report's filters determine which hours appear:
- Filter the report. Open the Summary or Detailed report and narrow it to one client and one period, so only the time you mean to bill is showing.
- Create the invoice. Click Export in the top right corner, then Create Invoice. A chart on your My Reports dashboard can do the same from its three-dot menu.
- Edit the fields. The invoice opens pre-filled from the report. Click any field to change it: who is billed, where payment goes, a PO number, the invoice ID, tax and a note at the bottom. A custom charge line covers a fixed fee such as a set-up cost.
- Download it. Download Invoice saves a PDF to your browser's download folder. Sending it to the client is up to you.
The report type sets the level of detail. A Summary report gives one line per project with its total time and amount for the period, which keeps the invoice concise. Choose a Detailed report when a client needs each time entry on its own line. A month with a hundred short entries will produce a long invoice.
Because the filters do the selecting, the report is where invoices go wrong. A missing client filter puts another client's hours on the bill, and a date range one day too wide pulls in work you already invoiced last month. Check the report total against what you expect before you click Create Invoice, not after.
Is Toggl invoicing free?
Making an invoice is. Toggl's help says all workspace users can create invoices, and the plan comparison on its pricing page has no invoicing row at all, so nothing gates the button itself. What the free plan changes is how the result looks and what it can contain.
- Toggl's logo on the PDF: invoices made on the free plan carry the Toggl logo. To remove it and show your own, the workspace needs a paid plan. The pricing page lists "custom company logo" from Starter.
- No rates, no amounts: billable rates are a Starter feature in Toggl's help and on the pricing page, and rates are what turn hours into money in a Toggl report. On the free plan the report carries hours, so any pricing on the invoice is typed into the editor by you.
- PDF only out of reports: CSV and Excel exports of your hours start at Starter, which matters if you want the raw time in a spreadsheet or another tool.
- Up to 3 users: Toggl's FAQ puts the free plan at up to three people. The fourth person moves the whole workspace onto a paid plan.
The logo matters if you send the Toggl PDF to clients. If you retype the invoice into accounting software, they never see it. If the Toggl PDF is the document your client receives, a free-plan invoice shows another company's logo on your bill, and fixing that costs $9 a month on yearly billing or $12 paying monthly, per person in the workspace.
Can you change the Toggl invoice template?
No. Toggl's help is direct about it: the invoice layout, template and font, both style and size, cannot be changed. You get one design, and on a paid plan your logo goes on it.
Payment terms and invoice ID edits apply only to the current invoice. They do not carry over to the next one. Your bank details, terms and numbering have to be entered again on each invoice, which is where numbering slips start. Keep the last invoice number somewhere you will see it, or you will eventually send two invoices with the same number.
Toggl's website also offers free invoice templates to download. Those are blank documents you fill in yourself. They are not connected to the hours in your Toggl workspace, so using them means filling in the hours yourself.
What can't Toggl invoicing do?
Toggl Track makes an invoice document. It does not manage what happens to the invoice after you download it, and a few gaps follow from that:
| What you might expect | What Toggl Track does |
|---|---|
| Mark an invoice as paid | No built-in paid status. Toggl suggests a "paid" tag on billed entries and a Tags is not paid filter next time |
| Stop the same hours being billed twice | Only through that tag and your report filters |
| Your own design | One fixed layout and font; your logo from Starter |
| Saved defaults for terms and numbering | Edits apply to the current invoice only |
| A rate for one time entry | Rates are set per workspace, member, project, project member or task, never per entry |
| Changing a rate without rewriting old reports | Premium only; on Starter a new rate updates all past data |
| Send to accounting software | QuickBooks Online, Starter and above, admins only |
Rate changes also affect old reports. On Starter, raising a client's rate in January also changes what last year's reports say that client's hours were worth. If you ever need to rebuild an old invoice from Toggl, do it before you change the rate, or keep the PDFs you sent.
Does Toggl integrate with QuickBooks for invoices?
Yes, on paid plans. A workspace admin on Starter, Premium or Enterprise can connect QuickBooks Online on Toggl's Integrations page, create an invoice from a Summary report, pick the matching QuickBooks customer and choose Save & send. The invoice is then finished in QuickBooks, where taxes, currency and the billing details are handled.
Toggl's help lists the catches. The Toggl invoice and the QuickBooks invoice are not linked, so editing one does not update the other, and sending the same Toggl invoice twice creates two invoices in QuickBooks. The integration was open to all users when it launched and has needed a paid plan since October 2024. Toggl's help pages do not mention Xero, FreshBooks or Wave, so on those the route is a PDF or a manual re-entry.
What does invoicing from Toggl cost?
Toggl Track invoicing costs nothing if you accept the Toggl logo and price the lines yourself. For your own logo, rates that calculate amounts or sending to QuickBooks Online, you need Starter for everyone in the workspace. These are Toggl's published per-user prices:
| Workspace | Free | Starter, yearly billing | Starter, monthly billing |
|---|---|---|---|
| Solo freelancer | $0, Toggl logo, no rates | $108 a year | $144 a year |
| Two-person studio | $0, Toggl logo, no rates | $216 a year | $288 a year |
| Four people | Not available, free stops at 3 | $432 a year | $576 a year |
Premium, at $16 per user per month yearly or $24 monthly, adds fixed-fee projects, historical rates and timesheet approvals, none of which change the invoice itself. For invoicing alone, Starter is the plan that matters. The full plan breakdown is in our notes on Toggl free-plan limits.
When is Toggl's invoicing good enough?
Choose Toggl Track invoicing for occasional, simple invoices or when you finish billing in QuickBooks Online. It fits these situations:
- You bill in QuickBooks Online anyway: on Starter, Toggl's send to QuickBooks saves retyping the hours, and QuickBooks handles payment, tax and status.
- A few clients, one currency: a monthly invoice per client from a filtered Summary report is quick, and you do not need a custom design.
- You already pay for Starter: the logo and rates are included, so the invoice is a free extra on top of tracking you would pay for anyway.
It fits badly when the invoice is the thing the client pays from: when you want to see which invoices are outstanding, keep numbering consistent without writing it down, bill in different currencies, or send to Xero, FreshBooks or Wave. In those cases you end up with Toggl for the hours and a second tool for the invoice, and the hours have to cross between them every month.
How can you invoice with your own logo for free?
Timen creates invoices from reports and is free for the full product with unlimited users. Compared with Toggl's free plan, its invoices offer ten PDF layouts with your own logo, a currency and tax rate per invoice, manual lines next to tracked time, and a status you keep up to date. These are the steps:
- Bring your Toggl history across. In Settings, Import data connects to Toggl Track and copies clients, projects, tags, team members and time entries, so last month's unbilled hours are already there. The import guide lists what comes across.
- Set your rates. Add a billable rate to the client or project once, so tracked hours arrive on the invoice with amounts.
- Run the report and click Invoice. The report's filters carry into a new invoice, with billable hours only. A summary report makes one line per group; a detailed report makes one line per time entry and marks those entries as invoiced, so they are left out of the next one.
- Pick the design. The Design menu sets the layout, font, region, paper size and language, and you drop your logo onto the invoice. Add manual lines for anything that is not time, set the currency and the tax rate, and type your own invoice number if you are continuing an existing sequence.
- Send it. Download a PDF or CSV, or send the invoice to QuickBooks Online, Xero, FreshBooks or Wave, then move it from draft to sent and paid as the client pays.
Timen has no time rounding setting, so if you bill in 6- or 15-minute steps you adjust the hours on the invoice line. A new invoice is numbered by date unless you type your own number, and it does not count up from a number you typed, so continuing a sequence like INV-0142 means typing each one. Invoices made from a summary report do not mark the entries as invoiced; use the detailed report when you want that protection. And the send to Wave cannot carry tax or a discount, which is a Wave limit.
If you would rather keep timing in Toggl for now, the Toggl export routes show how to get the hours out, and the Timen and Toggl comparison covers the rest of the two products side by side.
What else should you know about Toggl invoices?
- Can you create invoices in Toggl Track for free?
- Yes. All Toggl Track workspace users can create invoices, including users on the free plan. Free-plan PDFs carry the Toggl logo. Billable rates, which calculate amounts from tracked hours, require Starter.
- Can you mark a Toggl invoice as paid?
- No. Toggl Track has no built-in paid status for invoices or the time entries on them. Toggl suggests tagging billed entries as paid and filtering that tag out of the report before the next invoice.
- Does Toggl Track integrate with QuickBooks for invoices?
- Yes, on paid plans. A workspace admin on Starter, Premium or Enterprise can send a Toggl invoice to QuickBooks Online and finish it there. The two invoices are not linked, so a later change in one does not update the other. Toggl's help pages do not mention Xero.
- Can you change the Toggl invoice template?
- No. You can edit the details on each invoice, such as the billing address, invoice ID, tax and notes, but Toggl says the layout, template and font cannot be changed, and edits do not carry over to the next invoice.
Should you invoice from Toggl or move the billing?
Toggl Track does invoice, and for a Starter workspace that finishes its billing in QuickBooks Online it is a reasonable shortcut. On the free plan it is a document with Toggl's logo and hand-typed amounts, and on every plan the invoice is one fixed-layout PDF with no paid status or saved numbering; sending it on to QuickBooks needs Starter. If you need your own logo on a free invoice, Timen's invoicing starts from the same report, puts your own logo on it and is free.