Billing Settings in Uku
TL;DR: Billing settings let you configure invoice permissions, numbering, time rounding, default dates, and email delivery for your entire company. Access them via Settings & Apps > Billing > Settings tab.
Who can do this
You must be a company Owner or Administrator.
Changes apply company-wide to all users.
Accessing Billing Settings
Click Settings & Apps from the main menu.
Find and open the Billing app.
Navigate to the Settings tab.
Make your changes and click Save.
Member Rights and Permissions
Control which team members can view and manage invoices, contracts, and products. These permissions help you maintain oversight while allowing appropriate access.
Allow managers to view and create their client contracts and invoices
When enabled, the client's primary member (default user) can create and edit contracts and invoices for their assigned clients.
They see the Billing menu in the sidebar.
They can only manage invoices for clients where they are the primary member.
Allow members to view and create their client invoices
Members can see and create invoices for their assigned clients.
They see invoices on the client profile under the Billing tab.
Allow members to view their client invoices
Read-only access to client invoices.
Members see invoices on the client profile but cannot edit or create new ones.
Allow only owners to add and update products
Restricts product creation and editing to company owners only.
Prevents unauthorized changes to your service catalog and pricing.
Allow members to send invoices to clients
Members can email invoices directly to clients from Uku.
Works in combination with other permissions.
Email Delivery Settings
Configure how invoice PDFs are delivered via email.
Email service (custom domain)
Toggle this on to send invoices from your own company email address.
Requires connecting your email server first under Settings & Apps > Emails app.
Send invoice copy
Enter email addresses that should receive a copy of every invoice sent.
Useful for keeping management or bookkeeping informed.
Default Rounding Configuration
Set company-wide time rounding rules that apply when creating invoices from tracked time.
Time Rounding Increment
Choose how precisely you want to round tracked time:
No rounding — Bill exact tracked time (e.g., 1.37 hours)
5 minutes (0.1 hours) — Round to nearest 6-minute increment
15 minutes (0.25 hours) — Common for professional services
30 minutes (0.5 hours) — Half-hour increments
1 hour — Full hour rounding
Apply Time Rounding To
Determine at what level rounding occurs:
Invoice line
All time for a product/service is totaled first, then rounded.
Example: Three 15-minute entries (45 minutes total) round to 1 hour.
More accurate for clients paying by service.
Task
Time is rounded separately for each task.
Example: Three separate 15-minute tasks each round to 30 minutes (1.5 hours total).
Better when billing specific deliverables.
Default Invoice Configuration
These settings determine default values when creating new invoices. You can override them for individual clients in their billing settings.
Invoice Date
Set when invoices are dated:
Last day of month — Invoice dated on the final day of the billing period
First day of month — Invoice dated on the first day of the following period
Custom date — Choose any specific day
Due Date In
Enter the number of days after the invoice date when payment is due:
Default is typically 7, 14, or 30 days.
Can be customized per client if needed.
Example: "14" means payment due 14 days after invoice date.
Bill Tracked Time By
Determines which month time entries appear on invoices:
Time entry (Default) — Time is billed in the month it was tracked. Most common and straightforward approach.
Task start date — Time is billed based on when the task started. Useful for project-based work spanning multiple months.
Task due date — Time is billed when the task is due. Good for aligning billing with deliverable deadlines.
Task finish date — Time is billed when the task is marked complete. Ensures work is finished before billing.
Bill Task Field By
Similar logic for billing custom field quantities:
Task start date (Default) — Custom field values are billed in the month the task started. Works well for most recurring services.
Invoices from the Same Period
Control whether multiple contracts create separate or combined invoices:
Create separately — Each contract generates its own invoice. Better for detailed tracking per service.
Combine into one invoice — All contracts for a client in the same period merge into one invoice. Cleaner for clients and easier to pay.
Hide Zero Sum Lines
No — All invoice lines appear, even those with $0.00 amount. Shows full scope of services.
Yes — Lines with zero value are hidden. Creates cleaner invoices while still tracking the work internally.
By Default, Time Entry is Billable
Yes — All new time entries are automatically marked billable. Staff must manually mark non-billable time.
No — Time entries default to non-billable. Staff must intentionally mark time as billable.
Invoice and Credit Note Numbering
Control how invoice and credit note numbers are formatted.
Invoice Number Prefix
Text or numbers that appear before the invoice number.
Common examples: "INV-", "2025-", company initials.
Leave blank if you don't want a prefix.
Invoice Number Suffix
Text or numbers that appear after the invoice number.
Leave blank if not needed.
Example: With prefix "INV-" and suffix "-2025", invoice number 100 appears as INV-100-2025.
Credit Note Prefix
Prefix for credit notes (e.g., "CN-", "CR-", "CREDIT-").
Default is "CN-".
Helps distinguish credit notes from invoices.
Setting the Next Invoice Number
If you are migrating from another system or need to align with your accounting software:
Open the Billing section in Uku.
Access the All Invoices tab.
Click the three-dot menu within the Billing view.
Choose Set the Next Invoice Number.
Enter the number for your next invoice.
Uku will continue sequentially from that number.
Set this before creating new invoices to avoid numbering conflicts.
Editing Individual Invoice Numbers
You can also edit the invoice number for a specific invoice:
Open the invoice you wish to modify in Uku.
Switch to the invoice editing view.
Update the invoice number in the provided field.
Frequently Asked Questions
Q: Can I have different rounding rules for different clients?
A: Default rounding applies company-wide, but you can customize rounding for specific products or adjust invoices manually before sending.
Q: What happens if I change invoice numbering after creating invoices?
A: Only new invoices use the new format. Existing invoices keep their original numbers to prevent accounting conflicts.
Q: Can individual team members have their own invoice numbering?
A: No. Invoice numbering is company-wide to maintain consistency and comply with accounting standards.
Q: What does "By default, time entry is billable" actually do?
A: It sets whether the Billable checkbox is automatically checked when team members track time. It does not prevent marking time as non-billable later.
Q: Can I use different email addresses for different clients?
A: Yes. In each client's billing settings, you can set a custom reply-to email address. This is separate from the sending email server configuration.
Additional Resources
Setup support: Email uku@getuku.com for free onboarding help
Full billing guide: How Does Billing Work in Uku?
Video tutorials: Visit the Uku YouTube channel
Troubleshooting
I cannot see the Settings tab in Billing
You may not have Owner or Administrator permissions. Contact your company Owner to grant access or request setting changes.
Invoice numbers are out of sequence
If you changed the numbering prefix or suffix after creating invoices, only new invoices use the new format. Use Set the Next Invoice Number to realign the sequence if needed.
Invoices are not being sent from my custom domain
Verify that your email server is properly connected under Settings & Apps > Emails app, and that the Email service (custom domain) toggle is enabled in Billing settings.
Time entries appear on the wrong month's invoice
Check the Bill Tracked Time By setting. If set to Task start date, Task due date, or Task finish date, time entries may land on a different month than when they were tracked. Switch to Time entry for the most straightforward month assignment. For recurring tasks specifically, see why recurring tasks sometimes don't appear in reports or billing.