Import WakaTime and Toggl Hours into Invoices
Choose a connected WakaTime or Toggl project, check the date range, and apply an hourly rate to create a tracked-time invoice line. Review what the source actually includes before treating logged time as client-approved billable work.
At a glance
Turn WakaTime or Toggl project hours into invoice line items. See rate calculations, send-time refresh limits, and a downloadable hours-review checklist.
Best for
Hourly freelancers, software contractors, agencies, and consultants who bill from tracked project time.
Evaluation method
Reviewed 2026-09-07
Reviewed by the InvoiceAgent editorial team against the current invoice form, scheduling, delivery, reminder, and time-import code. Examples are illustrative; they are not customer results or live integration tests.
Using InvoiceAgent
Connect your tracker and review one project invoice, including its date range and rate, before using the same setup for recurring client billing.
From project time to an invoice line you can explain
InvoiceAgent connects to WakaTime and Toggl for project-hour imports. Select a project, start date, end date, and hourly rate. The import converts the returned duration into hours and calculates a line amount in the invoice's source currency. The line description includes the project, date range, displayed hours, and hourly rate, giving the client context for the charge.
An import is not an approval workflow. WakaTime project activity is not automatically proof that every hour is billable. The current Toggl import uses the connected account's own time entries, filters by project, and excludes running or non-positive durations. It does not filter entries by the billable flag or aggregate an entire team's approved timesheets. Check the source report and remove or separate work that your agreement does not cover before relying on the imported total.
When time sync is enabled, the managed line is refreshed again before sending. A corrected entry can change the amount after your first preview. For an agreed fixed amount that must not change, use a manually reviewed invoice line without ongoing time sync. Keep supporting time evidence in your tracker or project records; the invoice line summarizes the period rather than attaching a full timesheet.
Quick context
Section
Product feature pages for scheduled invoice delivery, recurring billing, invoice previews, time tracking imports, and automated records.
Best for
Hourly freelancers, software contractors, agencies, and consultants who bill from tracked project time.
Outcome
Use this page to move from general research into a calmer, more repeatable invoicing process.
Worked example: 12.5 hours at $80 per hour
1. Reconcile the source duration
Example: the selected project and billing period return 45,000 seconds. Divide by 3,600 to get 12.5 hours. Compare that period with the client's approved work and check for internal meetings, duplicated entries, or unfinished timers before importing. The example assumes all 12.5 hours are approved and uses no tax or FX conversion.
2. Apply the agreed hourly rate
At $80 per hour, 12.5 × $80 = $1,000. The amount calculation uses the imported hours and rounds the result to cents; the description displays hours to two decimal places. For durations that do not divide neatly, multiplying only the displayed hours can differ slightly from the calculated line amount.
3. Account for a later correction
If another 1,800 seconds is added to the same project period before dispatch, synced time becomes 46,800 seconds / 3,600 = 13 hours. The refreshed charge is 13 × $80 = $1,040. Review late changes with the client when required. If the source connection fails at send time, inspect the failed invoice and restore the connection before retrying.
Keep the checklist
Take the example into your next billing review
Download the worked example and a checklist you can fill in for your own client. No signup required.
Download the tracked-hours checklist (.txt)Three boundaries to verify before billing tracked work
Avoid this
Account scope is not team scope
Do not assume a connected Toggl account imports everyone else's project hours. Reconcile the returned personal entries against the work being billed. Use an approved team report and a manually reviewed amount when the import does not cover the required scope.
Avoid this
A date range is not an approval period
Check the returned hours against the same dates in the source report, especially near midnight or when reports use a different timezone. Toggl requests use UTC date boundaries. For recurring synced invoices, stored day offsets move with the send date; verify them again when month length or weekend handling changes.
Avoid this
Live sync is not a frozen quote
Do not promise that a synced draft total is final while time entries remain editable. Finish the review first or use a fixed manual line. Keep extra fees separate and check that the same hours have not also been included in a manual amount.
Move from reading about the workflow to running it.
InvoiceAgent is designed for the last mile of getting paid: scheduled invoice delivery, reminder timing, professional PDFs, and send-time FX conversion when global billing is involved.
Related topics
Find more features and practical tools in the resources below.
Questions people usually have before changing the workflow.
Which time trackers can InvoiceAgent import from?
The supported project-hour connections covered here are WakaTime and Toggl. Connect the provider, choose the project and dates, and review the returned hours before billing.
Does the Toggl import include only billable entries?
No. The current import filters the connected account's own entries by project and positive duration, without a billable-flag filter. Reconcile the total with the client's approved scope.
Can the amount change after I preview the invoice?
Yes, if time sync is enabled. The managed time line refreshes before dispatch. Use a manually reviewed line without ongoing sync when the agreed amount must remain fixed.
Does monthly recurrence automatically import the previous calendar month?
No. Synced recurring invoices use stored day offsets relative to the scheduled send. Check the resulting start and end dates each cycle because month length and weekend shifts can change the period.
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