How does billing work in Uku?
TL;DR: Uku's billing app automatically converts tracked time into invoices, integrates with major accounting software, and sends professional invoices from your domain. Setup involves activating the app, connecting accounting software, creating products, configuring contracts, and sending invoices.
Who can do this
Uku users on the Team, Elite, or Enterprise plan (billing is included at no extra cost)
Account Owners or Admins can activate and configure the billing app
Users with billing permissions can create and manage invoices
Overview
Uku's billing feature is an automated time-and-billing solution designed for accounting firms and professional service providers. It streamlines invoicing, automatically tracks billable time, and generates professional invoices.
The system handles different pricing models: fixed fees, hourly rates, or volume-based pricing.
What billing does:
Automatically converts tracked time into billable invoices
Integrates with popular accounting software
Sends professional invoices from your own domain
Tracks invoice status and payments
Manages client contracts and billing rates
Step 1: Activate the billing app
Open Settings & Apps from the main menu.
Find and select the Billing app.
Select Activate to enable billing features.
The Billing menu item now appears in your navigation.
Step 2: Connect your accounting software
Uku integrates with these accounting programs to import products and export invoices:
Xero -- Import clients, contacts, products, and export invoices
QuickBooks Online -- Full integration with automatic status updates
e-conomic -- Import products, VAT rates, and units
Merit Aktiva -- Complete client and invoice management
Tripletex -- Norwegian accounting software integration
FreeAgent -- Import clients and manage invoices
SmartAccounts -- Import clients and transaction data
Scoro -- Data transfer for analysis
Connecting your accounting software automatically imports existing products, services, tax rates, and client information. This saves setup time and ensures invoices export correctly.
Step 3: Create your products and services
Products define what appears on your invoices. Learn how to create products.
Product types
Hourly-based products -- Bill by time tracked
Fixed-price products -- Set fee regardless of time
Per-piece products -- Bill by quantity or volume
Combined products -- Hourly or per-piece pricing
Disbursement products -- Pass-through expenses
Additional services -- One-time charges
Advanced features
Client-specific pricing -- Customise rates per client
Minimum time requirements -- Set minimum billable hours
Rounding rules -- Round time up or down as needed
Cumulative pricing -- Multiple price tiers that add up
Discount rates -- Apply percentage discounts per line item
Tip: Products automatically use your client's language and currency settings.
Step 4: Set up client contracts
Create contract templates that define what you bill each client.
Create contract templates
Navigate to Billing then Contract Templates.
Add your standard services and pricing.
Set the billing frequency (monthly, quarterly, or annually).
Define any minimum requirements or special terms.
Assign contracts to clients
Open a client's profile and select the Billing tab.
Assign one or more contract templates.
Customise pricing or services if needed.
Set contract start and end dates.
Each client can have several active contracts for different services.
Step 5: Configure billing settings
Access billing settings to customise how billing works for your firm.
Company-wide settings
Invoice numbering -- Set prefixes and starting numbers
Default VAT rates -- Set standard tax rates
Billing permissions -- Control who can create and edit invoices
Email settings -- Set reply addresses and signatures
Hide zero-sum invoice rows -- Clean up invoice appearance
Show billable vs non-billable time -- Transparency for clients
Export settings -- Configure integration behaviour
User permissions
Navigate to Settings & Apps, then Billing, then Permissions.
Set billing permissions for each team member.
Define roles:
Allow managers to handle client billing -- Let client managers create invoices
Enable invoice management for users -- Give broader billing access
Allow members to view client invoices -- Read-only access for team members
Step 6: Configure email server
Navigate to Settings & Apps, then Emails.
Set up your email server using your company's SMTP details, or connect one of these providers:
Gmail (for Google Workspace)
Microsoft 365 (for Outlook)
Custom SMTP (for other providers)
Configure your sender name and reply-to address.
Set a default company email address for all members.
Test the email configuration.
Sending invoices from your own domain builds trust with clients and maintains professional branding.
Important: Uku warns you if email delivery fails and lets you resend failed emails in bulk. Learn how to resend failed emails.
Step 7: Create email templates
Customise your invoice emails to match your brand.
Navigate to Billing, then Email Templates.
Create templates for different situations (new invoice, overdue reminder, etc.).
Use dynamic placeholders such as:
######{{client_name}} -- Client company name
######{{contact_name}} -- Contact first name
######{{invoice_number}} -- Automatic invoice number
######{{period_name}} -- Billing period (for example, "August 2025")
######{{client_primary_user}} -- Assigned accountant name
You can preview templates before using them and create signatures with customisable font sizes.
Step 8: Create and send invoices
Uku automatically generates invoices based on:
Time tracked on billable tasks
Custom field entries (quantities, expenses)
Fixed-price contract items
One-time manual additions
The invoice process
Review: Check auto-generated invoices in Billing, then Invoices.
Adjust: Modify any line items if needed.
Approve: Mark invoices as ready to send.
Send: Email invoices to clients or export to your accounting software.
Additional capabilities
Bulk invoice approval -- Process multiple invoices at once
Invoice status tracking -- See paid/unpaid status from accounting software
Multi-currency support -- Bill in each client's preferred currency
Parent company billing -- Consolidate subsidiary invoices
Tips for success
Start with templates -- Set up contract templates before adding individual clients.
Test email delivery -- Send test invoices to yourself first.
Use time tracking -- The more you track, the more accurate your billing.
Review before sending -- Always check auto-generated invoices.
Monitor payment status -- Use integration features to track payments.
Set up automation -- Let Uku handle routine invoice creation.
After setting up billing
1. Test the process
Create a test invoice for a sample client.
Send it to your own email address (not a Uku email).
Verify the formatting and information are correct.
Test the export to your accounting software.
2. Train your team
Walk through the billing workflow with your team.
Assign appropriate user permissions.
Create documentation for your specific processes.
3. Set up automated reminders
Configure email templates for payment reminders.
Set up workflows for overdue invoices.
4. Review reporting
Check billing performance in Reports, then Billing.
Monitor time-to-invoice metrics.
Track billable vs non-billable time ratios.
Frequently asked questions
Can I use billing without connecting to accounting software? Yes, but connecting provides better integration and eliminates double data entry.
How are billable hours calculated? Uku automatically converts tracked time entries into billable line items based on your configured rates and products.
Can I customise invoice numbering? Yes, set custom invoice number formats and sequences in Settings & Apps, then Billing, then Settings.
What happens if I need to change a sent invoice? You can create credit notes or amended invoices depending on your accounting software integration.
Can I bill different clients in different currencies? Yes, Uku supports multiple currencies. Set the currency on each client's profile under billing settings.
How do I handle discounts on invoices? Add discount percentages at the line-item level when editing invoices. The discount appears as a separate line.
Can multiple team members work on billing? Yes, configure user permissions in Settings & Apps, then Billing, then Permissions.
What if a client has multiple contracts? Uku fully supports multiple contracts per client with different billing frequencies and services.
Getting help
Setup assistance: Contact uku@getuku.com for 2 hours of free onboarding help
Integration issues: Check the specific integration guides in the Help Center
Billing questions: Visit the Billing Solution collection for detailed guides
Troubleshooting
Invoices are not being generated automatically: Verify that the client has an active contract with the correct billing frequency and that time has been tracked against billable tasks for the current period.
Invoice emails are not being delivered: Check your email server configuration in Settings & Apps, then Emails. Uku displays a warning when delivery fails. Learn how to resend failed emails.
Exported invoices do not appear in accounting software: Confirm that the integration is active and that the product mappings between Uku and your accounting software are correct.
Tracked time is not appearing on invoices: Ensure time entries are marked as billable and that the tasks are linked to the correct client contract and product.