> ## Documentation Index
> Fetch the complete documentation index at: https://docs.regentra.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Time Tracking & Billing

> Log billable and non-billable time against tickets, manage approval workflows, generate invoices, and collect payment via Stripe.

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

<Tip>
  You can also log time in bulk from **PSA → Time Sheets** for work that spans multiple tickets or non-ticket activities.
</Tip>

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

<Steps>
  <Step title="Draft">
    Technician creates the entry. The owner can edit or delete it at this stage; nobody else sees it for review yet.
  </Step>

  <Step title="Submitted">
    Technician submits the entry for approval. The entry becomes read-only for the owner and appears in a manager's queue.
  </Step>

  <Step title="Approved">
    A manager or admin (someone other than the owner) approves the entry. Once approved it becomes eligible for invoicing.
  </Step>

  <Step title="Invoiced">
    The entry is attached to a generated invoice. Invoiced entries are locked into the billing record.
  </Step>
</Steps>

<Note>
  Only **approved** and **billable** time entries are included when generating invoices.
</Note>

## Service agreements

Service agreements define the billing structure for each client:

<Tabs>
  <Tab title="Monthly recurring">
    A fixed monthly fee covering a defined scope of services. Time is tracked for utilization reporting but is not individually invoiced.
  </Tab>

  <Tab title="Hourly rate">
    An hourly rate applied to billable time entries. Each approved entry is billed at the client's configured rate when an invoice is generated.
  </Tab>
</Tabs>

Service agreements are configured per company under **PSA → Companies**, opening a company and switching to its **Service Agreement** tab.

## Invoice generation

<Steps>
  <Step title="Select time period">
    Choose the billing period (e.g., last month) to include approved time entries.
  </Step>

  <Step title="Review line items">
    Preview the invoice with all approved billable entries, rates, and totals.
  </Step>

  <Step title="Generate invoice">
    Create the invoice. It is saved and can be sent to the client.
  </Step>

  <Step title="Collect payment">
    Clients pay through Stripe. Payment status is tracked on the invoice.
  </Step>
</Steps>

## Stripe integration

Connect your Stripe account in **Settings → Integrations → Stripe** to enable payment collection on invoices. See the [Stripe integration guide](/integrations/stripe) for setup details.

<Warning>
  Invoices with \$0 totals typically mean the included time entries are either not approved or not marked as billable. Check entry status before generating.
</Warning>