Time Tracking

Log every working hour and turn tracked time directly into invoices -- built for professional accountants managing multiple clients.

Activating Time Tracking

This capability is included with the Professional tier license and higher. Once activated, all time data is stored in your local PostgreSQL database and works even when you are offline.

1. Open Settings and go to the Features tab
2. Switch on Time Tracking
3. Optionally set a default hourly rate that will prefill on new entries

Logging Time Manually

1. Select Time Tracking from the sidebar
2. Press New Time Entry
3. Provide the following details:
   • Date: The calendar date the work took place
   • Customer: The client this time should be attributed to
   • Service: The category or nature of the work performed
   • Hours: Total duration spent on the task
   • Description: A brief summary of the activity
   • Billable: Tick this box if the hours should appear on an invoice
4. Press Save to record the entry

Live Timer

Prefer to measure time as you go? Use the built-in stopwatch:

1. Hit Start Timer
2. Assign a customer and service type
3. Carry on with your work
4. Hit Stop once you are finished
5. Kantivo generates the time entry for you automatically

Distinguishing Billable from Non-Billable Hours

• Billable: Hours that will ultimately be charged to the client on an invoice
• Non-Billable: Internal effort such as administrative work, team meetings, or training

Each time entry has a Billable checkbox you can flip on or off at any point.

Converting Time into Invoices

1. Navigate to Time Tracking
2. Narrow the list to a specific customer using the filter
3. Check off the unbilled entries you want to include
4. Press Create Invoice
5. Every selected entry becomes a line item on the new invoice
6. Verify the details, then send the invoice to your client

After an entry has been placed on an invoice, Kantivo flags it as billed so it no longer shows up in the unbilled queue.

Billing Traceability

Every invoice line generated from a time entry is linked back to its source record. The link survives edits -- you can adjust the quantity, rewrite the description, or write off hours, and the original timer entry stays connected for the audit trail.

When you reopen an invoice in the editor, Kantivo displays a small, staff-only caption beneath each linked line showing the timer's start time, stop time, and total duration (for example: Timer: 4/22/2026, 10:04:12 AM → 10:18:47 AM (14m 35s)). This caption is visible to your team only -- it never appears on the PDF sent to the client.

Timer stamps are stored with second-level precision, so very short durations (even under a minute) record the exact amount of time and bill correctly rather than rounding to zero.

Billing Detail Report (Internal Use Only)

Each invoice in the list has a 📋 button that opens a confidential Billing Detail view. The report is clearly marked CONFIDENTIAL -- INTERNAL USE ONLY at the top and is intended for your records, fee-dispute responses, bar inquiries, and trust-accounting audits. It is never delivered to the client.

The report includes, for every time entry behind the invoice:

• Work date
• Description and project
• Timer start and stop timestamps
• Duration and derived hours at four-decimal precision
• Hourly rate and line amount
• Which user recorded the time

Use the Print / Save PDF button in the footer to produce a paper or PDF copy for your file.