Client Invoicing and Markups

Client invoices are the final step in the billing workflow — they aggregate approved work from your contractors and employees into professional invoices sent to your clients.

Generating Client Invoices

Administrators generate client invoices from the Invoicing section:

1. Select approved contractor and employee tickets that are ready to be billed.
2. The system automatically groups tickets by client.
3. An invoice is generated for each client with a unique invoice code.

Invoice Code Format

Client invoice codes follow the pattern: INTERNAL-CLIENT-INV-MMM-YYYY (e.g., TKT-ACM-INV-Mar-2026). Each code is unique per account, internal client, external client, and billing period.

Invoice Fields

Each client invoice includes:

• Issue date and due date
• Payment terms — Net 30, Net 60, or Due on Date
• Currency
• Subtotal, tax amount (if applicable), and total amount
• Payment terms message — a customizable message displayed on the invoice
• Payment notes — internal notes for your records

Markup Strategies

TekToro provides two approaches for calculating what to bill your clients.

Percentage Markup on Contractor Costs

Apply a percentage markup to the contractor's cost for each ticket:

• Single markup — a uniform percentage applied across all categories (labor, expenses, and mileage)
• Per-category markup — separate percentages for labor, expenses, and mileage, giving you fine-grained control

For example, you might apply a 30% markup on labor, 10% on expenses, and 15% on mileage.

Client Service Rates

Instead of marking up contractor costs, you can bill based on fixed rates defined for each client:

• Rates are set per position (e.g., "Senior Engineer — $250/hr")
• Billable amounts are calculated as: hours worked multiplied by the client's service rate
• Rates are configured on the client record under Service Rates

You can choose which strategy to apply when generating invoices.

Line Item Details

Each line item on a client invoice includes:

• Ticket number and work date
• Description of work performed
• Hours worked, labor rate, and labor subtotal
• Expenses subtotal (with expense type and description)
• Mileage (miles, rate, and subtotal)
• Associated project, task, and subtask names

Client Invoice Statuses

• Draft — the invoice is being prepared
• Sent — the invoice has been delivered to the client
• Paid — payment has been received
• Cancelled — the invoice has been voided

Payment Terms Messages

Administrators can create reusable payment terms message templates that are attached to client invoices. These messages appear on the printed invoice and can include information about payment methods, late fees, or other terms.

Client Portal View

Clients can view their invoices through the client portal, where they can see:

• All issued invoices with status, period, and amount
• Invoice line item details
• The option to confirm payment from their side