Send clients a statement of their hours
A statement of hours tells a retainer client, once or twice a month, how their prepaid hours moved: what they started with, what was added, what was used and what's left. Timebun emails it to the client's invoice recipients, so they get it even if nobody there signs in to the portal. Statements are off until you turn them on.
Turn statements on
- Go to Settings → Billing → Retainers.
- Under Low-hours warning and statements, choose how often in Statements: - Off — nothing is sent. Every workspace starts here. - At the end of each month — one statement per calendar month. - Twice a month (1st–15th, 16th–end) — one for the 1st to the 15th, another for the 16th to the end of the month.
- Click Save.
Only the Owner (shown as Portal admin in the app for now) can change this.
When statements go out
Statements are sent at 08:00 in your workspace's timezone on the morning after a period closes: on the 1st of the month, and also on the 16th if you send twice a month.
When you first turn them on, the next 08:00 sends the statement for the period that last closed, and nothing earlier. Turn them on during October and your clients get September's statement the next morning.
If you change how often while statements are on, no day is reported twice: the next statement starts the day after the last one ended.
Which clients get one
Every client that isn't archived and either had hours left at the start of the period or had hours added, used, expired or adjusted during it. A client with hours on account and no work that period still gets a statement, showing the balance unchanged.
Clients who have never had any hours get none. Neither does a client who started the period with no hours left and whose only work in it was billed on invoices: those invoices are the record.
Who receives it
The client's invoice recipients: the primary contact and every contact marked Receives invoices. See Client contacts and invoice recipients. Your workspace's invoice copy address doesn't get statements, and your team isn't emailed either.
If a client has no invoice recipient, the statement is still issued. It's listed as Not sent on the client's Statements tab, which is flagged not sent, and it's in the client's portal. You can send it once you've added a recipient.
The email is headed Statement of hours for the period from your workspace name. It lists the totals, carries a View statement button and has the entries attached as a CSV file. See What a statement of hours shows and, for your clients' side, Read your statement of hours.
To see what went out, or to send one again, see Review and resend statements.