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Regentra’s time tracking ties technician work directly to tickets and feeds into invoicing. Every time entry flows through an approval workflow before it can be billed to a client.

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Logging time

Technicians log time directly from the ticket detail page. Each time entry includes:
  • Duration — Hours and minutes spent
  • Description — What was done during this time
  • Billable flag — Whether the entry should be invoiced to the client
  • Date — When the work was performed
You can also log time in bulk from PSA → Time Sheets for work that spans multiple tickets or non-ticket activities.

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Billable vs non-billable

Mark entries as billable when the work should be invoiced to the client. Use non-billable for internal tasks, training, or work covered under a flat-rate agreement. Non-billable time still appears in reports for utilization tracking.

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Approval workflow

Time entries move forward through four stages. The flow is one-way — there is no rejection state, so review the entry before submitting.
1

Draft

Technician creates the entry. The owner can edit or delete it at this stage; nobody else sees it for review yet.
2

Submitted

Technician submits the entry for approval. The entry becomes read-only for the owner and appears in a manager’s queue.
3

Approved

A manager or admin (someone other than the owner) approves the entry. Once approved it becomes eligible for invoicing.
4

Invoiced

The entry is attached to a generated invoice. Invoiced entries are locked into the billing record.
Only approved and billable time entries are included when generating invoices.

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Service agreements

Service agreements define the billing structure for each client:
A fixed monthly fee covering a defined scope of services. Time is tracked for utilization reporting but is not individually invoiced.
Service agreements are configured per company under PSA → Companies, opening a company and switching to its Service Agreement tab.

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Invoice generation

1

Select time period

Choose the billing period (e.g., last month) to include approved time entries.
2

Review line items

Preview the invoice with all approved billable entries, rates, and totals.
3

Generate invoice

Create the invoice. It is saved and can be sent to the client.
4

Collect payment

Clients pay through Stripe. Payment status is tracked on the invoice.

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Stripe integration

Connect your Stripe account in Settings → Integrations → Stripe to enable payment collection on invoices. See the Stripe integration guide for setup details.
Invoices with $0 totals typically mean the included time entries are either not approved or not marked as billable. Check entry status before generating.