HaloPSA generates invoices automatically from your contracts and approved time logs. Xero, QuickBooks, and Sage integration included — no spreadsheets, no chasing hours.
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What's included
Recurring invoices generated automatically from your contracts — monthly, quarterly, or annual.
Approved time logs flow directly into billing — nothing slips through.
Push invoices to Xero, QuickBooks, or Sage with two-way sync.
Xero integration guide →Define thresholds per contract — HaloPSA calculates overage automatically.
How billing rates work
HaloPSA ships with five default charge types. Each is fully configurable — set your own rates, define minimum billing increments, choose how time is rounded, and add out-of-hours rates where needed.
Remote Support
Work performed remotely. Set a standard hourly rate, define the minimum billing increment (e.g. 15 or 30 minutes), and choose whether time rounds up, down, or to the nearest block.
On-Site Support
Work at the client's premises — typically billed at a higher rate than remote. Configure a separate on-site rate and an optional out-of-hours rate for weekend or evening callouts.
Internal / Non-Billable
Time tracked for internal work, training, or non-client tasks. Logged against tickets for visibility but excluded from billing runs automatically.
Project Time
Time logged against project tasks. Can be billed at a project rate separate from the standard support rate, or bundled into a fixed-price project invoice.
Custom Charge Types
The five defaults are just the starting point. Create as many additional charge types as your business needs — each with its own rate, rounding logic, and out-of-hours configuration.
Implementation tip
Set out-of-hours work as a separate charge type rather than a multiplier — it gives you clean line items on the invoice and makes it easier to audit what was billed at premium rates.
How it works
Contract set up
Rates, schedule & billing model defined once
Time logged
Engineers log hours against tickets in real time
Manager approves
Time reviewed and approved before billing runs
Invoice sent
Generated & pushed to Xero / QuickBooks automatically
Batch billing
When billing runs, all approved time entries and contract charges land in the ready-for-invoicing screen. Filter by client, date range, or charge type, review the line items, then generate all invoices in one action. Every invoice posts to your accounting system immediately.
| Client | Type | Hours | Amount | |
|---|---|---|---|---|
| Acme Corp | Remote Support | 12.5 | £1,875.00 | Ready |
| Buildco Ltd | Managed Services | — | £3,200.00 | Ready |
| Fenwick Group | On-Site + Overage | 8.0 | £2,140.00 | Ready |
| Total (14 invoices) | — | £31,640.00 | Generate All | |
Illustrative — the actual queue reflects your live time entries and contracts. Each invoice posts to Xero, QuickBooks, or Sage in real time.
Dynamic billing
For managed services contracts, HaloPSA can pull live seat counts from your RMM, your Microsoft CSP dashboard, or Entra ID — and bill based on actual headcount, not a fixed figure agreed months ago.
A client adds ten new devices in March? The March invoice reflects it automatically. If a client downsizes, their next invoice adjusts just as cleanly. No spreadsheet reconciliation, no end-of-quarter surprises.
Live seat count pulled from RMM, Intune, or Entra ID
Proration calculated automatically for mid-month changes
Microsoft CSP licence billing supported natively
Buildco Ltd — Managed Services
March 2026
48 seats × £65/seat
£3,120
April 2026
52 seats × £65/seat (+4 devices)
£3,380
May 2026
52 seats × £65/seat — auto-generated
£3,380
Seat count pulled from RMM. No manual update required.
Get paid faster
NEW IN v2.220HaloPSA now sends invoice reminders automatically — no chasing required. Configure three reminder types globally, then override the settings for individual clients who need different treatment.
New Invoice Notification
Sent the moment an invoice is generated. Includes the PDF and a payment link — clients can pay immediately without logging into a portal.
Account Summary Statement
A consolidated view of all open invoices sent on a schedule you define. Useful for clients with multiple monthly invoices — one clean view of what's outstanding.
Due Date Reminder
Triggered a configurable number of days before or after the due date. Set a balance threshold — e.g. only send if outstanding exceeds £500 — to avoid chasing small amounts.
Per-client override
Set a global reminder schedule, then override it for individual clients. Larger enterprise accounts can be opted out of automated reminders if you manage those relationships differently.
Payment collection
HaloPSA connects to payment platforms so clients can pay directly from the invoice email or the customer portal. Payments post to your accounting system with the correct bookkeeping entries — including journal entries for any card surcharges.
Every invoice email includes a secure payment link. Clients click, enter card details, and the invoice closes — no portal login, no manual reconciliation on your side.
Set up card-on-file autopay for managed services clients. The monthly invoice generates, processes, and closes automatically — zero manual steps.
Configure a surcharge rate and HaloPSA calculates it automatically, presenting it to the client before they pay. The fee posts to Xero or QuickBooks as a separate journal entry.
Payment receipts sent automatically on confirmation. The invoice status updates in HaloPSA and your accounting platform simultaneously — your books stay clean without any manual posting.
Part of the complete HaloPSA platform
HaloPSA billing — answered directly.
Also in HaloPSA
Every module included. One licence.
Allied ESM configures HaloPSA billing to match your contracts, your rates, and your accounting system. Fixed price. Done in weeks.
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