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.
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 Entries for work that spans multiple tickets or non-ticket activities.
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.
Approval workflow
Time entries follow a three-stage workflow:
Draft
Technician creates the entry. It is visible but not yet submitted for review.
Submitted
Technician submits the entry for approval. A manager or admin reviews it.
Approved or Rejected
The reviewer approves the entry (making it eligible for invoicing) or rejects it with a reason. Rejected entries can be edited and resubmitted.
Only approved and billable time entries are included when generating invoices.
Service agreements
Service agreements define the billing structure for each client:
Monthly recurring
Hourly rate
A fixed monthly fee covering a defined scope of services. Time is tracked for utilization reporting but is not individually invoiced.
An hourly rate applied to billable time entries. Each approved entry is billed at the client’s configured rate when an invoice is generated.
Invoice generation
Select time period
Choose the billing period (e.g., last month) to include approved time entries.
Review line items
Preview the invoice with all approved billable entries, rates, and totals.
Generate invoice
Create the invoice. It is saved and can be sent to the client.
Collect payment
Clients pay through Stripe. Payment status is tracked on the invoice.
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.
