Billing setup involves activating the app, connecting accounting software, configuring email, creating products, setting up templates and contracts, then generating and sending invoices.
Overview
Uku's billing feature is an automated time and billing solution designed specifically for accounting firms and professional service providers. This powerful add-on helps you streamline your invoicing process, automatically track billable time, and generate professional invoices for your clients.
Billing is an additional app that works alongside your main Uku account. Whether you're on the Team, Elite or Enterprise plan, billing is included at no extra cost. The system can handle 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
Go to Settings & Apps from your main menu
Find and click on Billing app
Click Activate to enable billing features
The billing menu will now appear in your left sidebar
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
Why connect? The integration automatically imports your existing products, services, tax rates, and client information. This saves setup time and ensures your invoices export correctly to your accounting system.
Step 3: Create Your Products and Services
Products define what appears on your invoices.
Learn how to create products with these options:
Product Types:
Hourly-based products - Bill by time tracked
Fixed-price products - Set fee regardless of time
Per-piece products - Bill by quantity/volume
Combined products - Hourly or per-piece pricing
Disbursement products - Pass-through expenses
Additional services - One-time charges
Advanced Features:
Client-specific pricing - Customize rates per client
Minimum time requirements - Set minimum billable hours
Rounding rules - Round time up/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:
Contract Templates:
Go to Billing → Contract Templates
Add your standard services and pricing
Set billing frequency (monthly, quarterly, annually)
Define any minimum requirements or special terms
Client Contracts:
Go to a client's profile → Billing tab
Assign one or more contract templates
Customize pricing or services if needed
Set contract start and end dates
Multiple contracts: Each client can have several active contracts for different services.
Step 5: Configure Billing Settings
Access billing settings to customize how billing works for your firm:
Fine-tune your billing process by configuring:
Company-Wide Settings:
Invoice numbering - Set prefixes and starting numbers
Default VAT rates - Set standard tax rates
Billing permissions - Control who can create/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 behavior
User Permissions
Control who can access billing functions:
Navigate to Settings & Apps → Billing → 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 → Emails
Set up your email server using your company's SMTP details or connect:
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
Benefits:
Invoices appear to come from your company
Builds trust with clients
Maintains professional branding
NB!: Uku warns you if email delivery fails and lets you resend failed emails in bulk.
Read how to resend failed emails.
Step 7: Create Email Templates
Customize your invoice emails to match your brand:
Go to Billing → Email Templates
Create templates for different situations (new invoice, overdue, etc.)
Use dynamic placeholders like:
{{client_name}}- Client company name{{contact_name}}- Contact first name{{invoice_number}}- Automatic invoice number{{period_name}}- Billing period (e.g., "August 2025"){{client_primary_user}}- Assigned accountant name
New features: You can now preview templates before using them and create signatures with customizable 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 Process:
Review: Check auto-generated invoices in Billing → Invoices
Adjust: Modify any line items if needed
Approve: Mark invoices as ready to send
Send: Email invoices to clients or export to accounting software
Capabilities:
Bulk invoice approval - Process multiple invoices at once
Invoice status tracking - See paid/unpaid status from accounting software
Multi-currency support - Bill in client's preferred currency
Parent company billing - Consolidate subsidiary invoices
Quick 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 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 → Billing
Monitor time-to-invoice metrics
Track billable vs non-billable time ratios
Frequently Asked Questions
Q: Can I use billing without connecting to accounting software?
A: Yes, but connecting to accounting software provides better integration and eliminates double data entry.
Q: How are billable hours calculated?
A: Uku automatically converts tracked time entries into billable line items based on your configured rates and products.
Q: Can I customize invoice numbering?
A: Yes, you can set custom invoice number formats and sequences in Settings & Apps → Billing → Settings.
Q: What happens if I need to make changes to a sent invoice?
A: You can create credit notes or amended invoices depending on your accounting software integration.
Q: Can I bill different clients in different currencies?
A: Yes, Uku supports multiple currencies. Set the currency on each client's profile under billing settings.
Q: How do I handle discounts on invoices?
A: Add discount percentages at the line-item level when editing invoices. The discount appears as a separate line.
Q: Can multiple team members work on billing?
A: Yes, configure user permissions in Settings & Apps → Billing → Permissions to control who can view, create, and manage invoices.
Q: What if a client has multiple contracts?
A: 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 our specific integration guides in the Help Center
Billing questions: Visit the Billing Solution collection for detailed guides