Free invoice software can save businesses from a world of admin pain. Creating invoices can become a needlessly time-consuming job, not to mention keeping track of them all. It’s easy to forget what has been paid and what’s still outstanding, especially whilst running a business. However, introduce the right tools into your workflow and you could make managing these details far easier.
With Crono, you can create, send, and organise invoices, complete with your company logo, in minutes. Gone are the days of long-winded manual sums and filing. Use Crono to reclaim your time, swiftly tick off your admin jobs and focus your attention on the more rewarding job of running your business.
Crono is a free time management tool that you can use to create and process invoices as well as track time spent. With its user-friendly interface, your whole team can record time spent on different tasks and submit timesheets for approval. Project managers can get a birds-eye view of who is responsible for each task and make sure everything is on time and within budget.
As projects and tasks are completed, Crono can automatically populate your invoices based on the time recorded and hourly rates. You can either email invoices directly to your clients or download a PDF copy. Using Crono’s advanced filters it’s easy to check what is paid or pending in seconds.
Crono is compatible with all browsers and is fully optimised for mobile, so you can create, process and track invoices on the move from your mobile or tablet.
Creating accurate invoices requires consistent input of the right data. Begin by organising your clients, team members and projects to make it easy to collate all the information for invoices in the future.
In this article, we explain exactly what you need to do to make sure all your team members’ hours and client tasks are accounted for. Then, when you come to create and send your invoices, it takes no more than a few clicks.
If you’re already familiar with how to use Crono and simply need to know how to create and process an invoice, feel free to skip ahead to step number 6.
New to Crono? No problem, signing up couldn’t be easier! Simply click here, enter your email and choose your password to get started. You will receive a confirmation email which will include a link to complete your account activation.
Once you have logged in, you can then provide your company information and add your company logo. Click the hourglass icon in the top right corner and fill in the required fields. Save you details before moving on to set up your clients, teams and projects.
To assign tasks and hours to clients, record time spent on their projects and send accurate invoices quickly, you will first need to add your clients to Crono.
In the main menu, click on ‘Clients’. Click on the ‘Create New Client’ button to get started, fill in the required details and then press ‘Save Client’. Repeat this process for all clients that you are working with. If more clients come on board later, you can easily add more in the same way at any time.
Top tip! The client email that you enter here is where Crono will send their invoices, so make sure it’s correct and checked regularly for prompt payments!
Next up, add your team members so that they start to book time on projects and submit timesheets for approval.
From the main navigation menu, choose ‘Team’. On this page, click on ‘Add Team Member’ to begin adding your staff to Crono.
You can also assign Project Managers to oversee whole projects. Project Managers can approve or reject timesheets and issue invoices for their projects.
Once you have input all the details, click ‘Send Invite’. This will email an invitation to your team members and project managers to complete their Crono registration.
One of the most important factors for future invoices is to nominate hourly rates for your team members.
Crono will automatically calculate how much your client owes by multiplying hours spent on each task with the hourly rate of the staff member who completed the job.
Creating projects is the next important task to make sure time is recorded accurately for future invoices. Team members can input hours spent on specific projects, providing more detailed information on how much each task is costing. In the ‘Projects’ page, click ‘Start a New Project’. First, you need to select which client the project is for. Name the project and add the team members and project managers who will be working on it.
Next, create the individual tasks required to complete the overall project. Write a task title and input the hourly rate that the client will be charged for each task. Once you’re finished, click ‘Save Task’. When you have added all of your tasks, you’re ready to ‘Create Project’.
Follow this process to set up all of your projects. As you bring on new clients and projects, simply add them to Crono in the same way.
When your team members complete tasks, they will be able to input the hours and minutes spent on the work. Project managers or the Administrator can then approve or reject submitted timesheets. Once a project is complete and it’s time to bill your client, it’s a simple matter of creating invoices using all of this information.
Completing steps 1 to 5 will ensure all the information required to accurately bill your client is recorded as the work is completed. Recording time spent punctually is a great way to make sure everything is accounted for and nothing gets missed. As invoices are automatically populated with the data from approved timesheets, it’s important to get these steps right.
Now to create your invoices! Go to the ‘Invoices’ section and click ‘Create a New Invoice’. The first job is to upload your company logo to help differentiate your invoice from the others your clients receive. You won’t have to do this every time, as it will save as the default for future invoices.
The invoice number will automatically default to the next available and the date of issue will default to today’s date, but you can manually alter these if you prefer.
Next, set a due date for the payment and select the client, project and tasks you are charging for. This is where Crono works its magic and saves you valuable time.
The total time spent on a project is automatically collated from approved timesheets. There’s no need for complicated manual calculations or separate invoicing software to populate. As long as you have set up your clients, teams and projects correctly, Crono can do all of the workings out for you.
This information will be detailed on the invoice, as seen in the example below. Underneath this information is a further section where you can provide payment details. You can give clients further instructions, additional terms and BACS details. If you need to add anything else, Crono includes a notes section. Simply write your message here and it will appear on the final invoice to your client.
Once you have completed everything you need, click ‘Create Invoice’.
Every invoice you create will be visible in the main ‘Invoices’ page. To send an invoice, click ‘View Invoice’. Here you can see it exactly as it will appear to the client. You can download the invoice as a PDF or email it directly to your client. Crono will automatically send it to the email address provided when you added your client.
It’s easy to update the information to show when invoices have been paid. From the main invoices page, you can add the payment method, date and mark as paid.
If you want to see outstanding invoices or what has already been paid, it’s easy to find what you’re looking for with Crono’s Sticky Filters. You will find the filters at the top of the ‘Invoices’ page, use the drop-down boxes to select what you’re looking for. Crono’s filters are sticky, this means that the view you select will remain even as you navigate between screens, so there’s no need to tediously apply the same filters over and over. When you want to return to the standard view, just remove the filters from the drop-down boxes.
You can apply filters to any section to make it easy to find specific team members or view all approved timesheets.
Crono provides the full spectrum of time management tools, from recording team and project hours to submitting and processing invoices. If you’re keen to know more or want some extra detail on Crono’s free invoice software, our FAQs and Complete Crono User Guide are great places to check out. To speak to one of the Crono crew, contact our friendly support team who are on hand to answer your queries.