Time Tracking & Client Invoicing Procedure
Track smarter. Bill with clarity. Get paid on time.
If billing is always your “I’ll do it later” task—this system is for you.
This downloadable SOP teaches you how to log time, reconcile hours, and prepare branded invoices that are clean, professional, and easy for clients to pay.
Whether you’re hourly, flat-rate, or on retainer, this workflow gives you a structure you can actually stick with.
What You’ll Learn
No more last-minute scrambling.
This guide walks you through a repeatable monthly billing cycle—from real-time time logging to follow-up reminders.
You’ll learn how to:
Set a weekly logging routine that works for you
Reconcile time at month’s end without stress
Prepare branded invoices that reflect your value
Send & follow up with a clear, confident tone
Avoid underbilling, vague charges, and payment delays
What’s Inside
Step-by-step SOP covering time logs to invoice delivery
Weekly time logging checklist + tone tips
Monthly billing reconciliation guide (retainer + hourly)
Branded invoice field checklist
Email delivery & follow-up scripts
Quick Reference workflow visual
Glossaries and reflection prompts
Who This Is For
Virtual Assistants
Freelancers (hourly or retainer)
Admin pros + support staff
Anyone managing their own billing process who wants to stay paid and polished
Why It Works
This isn’t a tracking app.
It’s a monthly rhythm that protects your income and builds client trust.
This guide helps you:
Build habits instead of chaos
Set your tone once and reuse it
Catch issues before the invoice goes out
Follow up without second-guessing yourself
Whether you’re sending 1 invoice or 20, this system scales with you.
File Details
Format: PDF
Length: 24 pages
Created by: Joanna Pennino, JPP Administrative Solutions
License: Personal/internal use only
Track smarter. Bill with clarity. Get paid on time.
If billing is always your “I’ll do it later” task—this system is for you.
This downloadable SOP teaches you how to log time, reconcile hours, and prepare branded invoices that are clean, professional, and easy for clients to pay.
Whether you’re hourly, flat-rate, or on retainer, this workflow gives you a structure you can actually stick with.
What You’ll Learn
No more last-minute scrambling.
This guide walks you through a repeatable monthly billing cycle—from real-time time logging to follow-up reminders.
You’ll learn how to:
Set a weekly logging routine that works for you
Reconcile time at month’s end without stress
Prepare branded invoices that reflect your value
Send & follow up with a clear, confident tone
Avoid underbilling, vague charges, and payment delays
What’s Inside
Step-by-step SOP covering time logs to invoice delivery
Weekly time logging checklist + tone tips
Monthly billing reconciliation guide (retainer + hourly)
Branded invoice field checklist
Email delivery & follow-up scripts
Quick Reference workflow visual
Glossaries and reflection prompts
Who This Is For
Virtual Assistants
Freelancers (hourly or retainer)
Admin pros + support staff
Anyone managing their own billing process who wants to stay paid and polished
Why It Works
This isn’t a tracking app.
It’s a monthly rhythm that protects your income and builds client trust.
This guide helps you:
Build habits instead of chaos
Set your tone once and reuse it
Catch issues before the invoice goes out
Follow up without second-guessing yourself
Whether you’re sending 1 invoice or 20, this system scales with you.
File Details
Format: PDF
Length: 24 pages
Created by: Joanna Pennino, JPP Administrative Solutions
License: Personal/internal use only
Track smarter. Bill with clarity. Get paid on time.
If billing is always your “I’ll do it later” task—this system is for you.
This downloadable SOP teaches you how to log time, reconcile hours, and prepare branded invoices that are clean, professional, and easy for clients to pay.
Whether you’re hourly, flat-rate, or on retainer, this workflow gives you a structure you can actually stick with.
What You’ll Learn
No more last-minute scrambling.
This guide walks you through a repeatable monthly billing cycle—from real-time time logging to follow-up reminders.
You’ll learn how to:
Set a weekly logging routine that works for you
Reconcile time at month’s end without stress
Prepare branded invoices that reflect your value
Send & follow up with a clear, confident tone
Avoid underbilling, vague charges, and payment delays
What’s Inside
Step-by-step SOP covering time logs to invoice delivery
Weekly time logging checklist + tone tips
Monthly billing reconciliation guide (retainer + hourly)
Branded invoice field checklist
Email delivery & follow-up scripts
Quick Reference workflow visual
Glossaries and reflection prompts
Who This Is For
Virtual Assistants
Freelancers (hourly or retainer)
Admin pros + support staff
Anyone managing their own billing process who wants to stay paid and polished
Why It Works
This isn’t a tracking app.
It’s a monthly rhythm that protects your income and builds client trust.
This guide helps you:
Build habits instead of chaos
Set your tone once and reuse it
Catch issues before the invoice goes out
Follow up without second-guessing yourself
Whether you’re sending 1 invoice or 20, this system scales with you.
File Details
Format: PDF
Length: 24 pages
Created by: Joanna Pennino, JPP Administrative Solutions
License: Personal/internal use only