Combine invoice items and edit them with AI

The text components used when creating an invoice determine how Clockodo structures and labels your invoice items. For example, if you include the descriptions of time entries, each different description has so far resulted in a separate item. If you leave out the descriptions, the items remain clear and concise, but give your customers less insight into the work performed. 

Two new features in the “Create invoice” dialog solve this dilemma: Group invoice items based only on the first line, then summarize the corresponding texts from the second line yourself or with the help of AI. 

An everyday example: Lisa runs an agency and invoices a month’s worth of project work. Previously, this resulted in 14 service items, each with the description of an individual time entry, such as “Revised homepage” or “Implemented feedback from review.” She then had to combine these manually in her invoicing application. Now, she gets one item per service, with all the corresponding descriptions listed underneath. With one click on “Generate,” AI summarizes the descriptions for an invoice item and creates a meaningful text for the invoice. 

Both features are available wherever you can initiate an invoice: in the reports builder and in project reports via “Create invoice.” 

Your time entries remain unchanged. Only how they are displayed on the invoice changes. 

Connections to various invoicing applications, as well as invoicing, are available on the Pro plan.

Combine multiple time entries into one item

Until now, Clockodo has taken both lines of the invoice item texts into account when grouping items. If the second line contained the time entry description, for example, each different description resulted in a separate invoice item. 

With the new “Group by first line only” option, you can still keep your invoice concise. Clockodo groups entries exclusively based on the first line, combines the different texts from the second line within the same item, and adds up the duration and revenue. 

For example, this creates one item per service, with its description containing all activities performed during the invoiced period. 

If your invoicing application uses a separate title field, the option is called “Group by title only”.

Separate items for each description: 

Item with combined descriptions:

Write item texts yourself or with AI

Descriptions in time entries are often intended for internal documentation within your team rather than for your customers. That is why you can now edit invoice items directly in Clockodo before creating the invoice. This also applies to other text components, such as services.

To do this, click the pencil icon to open the “Edit item” dialog. There, you can edit the item text yourself. Your text replaces the version generated from the text components without changing the underlying time entries.

If you do not want to edit it yourself, you can have AI generate or revise the text. The existing texts and the corresponding time entries serve as the basis.

You can then continue editing the AI suggestion. This means you still decide which text ultimately appears on your invoice.

You can find more information on how to enable the AI features for your company in our Help Center. 

How to create an invoice with your own item texts

1. Open the reports builder or a project report and select “Create invoice.”
2. Define the text components as usual.
3. Optionally enable “Group by first line only/Group by title only.”
4. Open the items you want to revise using the pencil icon and either edit the texts yourself or have them generated.
5. Create the invoice.

This keeps your invoices clear and concise while still showing your customers exactly what work you have performed.

Try it now in the reports builder or the project reports.