Frequently Asked Questions

Absolutely! Solo operators can use the Essentials plan to track work, send estimates, create invoices, and give clients secure document access without setting up a large finance process. Billable Hub was built for the solo user in mind initially, as an affordable option that just doesn't exist today. Need one or two more enhancements to your workflow? Get them from the add-ons for a reasonable price. That is why we made this the first FAQ question! We are here for you.

It's totally up to you. You can maintain the plan you are on, add more paid seats, or add more feature addons to support your growth. Or you can move to a higher tier plan to get a boost in value with more paid seats and sophisticated features like approval workflow and billing automation. If you need more than 30 paid seats, get in touch with us, and we'll make that happen.

Teams can define which estimate, invoice, and finance actions need approval, either every time or only above a set amount. Approvers can be assigned for the whole organization or routed by client or project. When someone starts a protected action, Billable Hub creates a pending approval request, notifies eligible approvers, and keeps the action paused until it is approved or rejected. If the document changes before approval, the request becomes stale and must be requested again.

Billable Hub is built for service businesses that quote work, track effort or expenses, and need a clear path from approved work to final billing.

We've got you covered here! Invoices can be built from time entries, expenses, custom line items, and jobs. Invoices can be created manually, from accepted estimates including deposit automation, from recurring billing profiles, or automated to collect time & expense over your billing cycle.

Not yet, but it's on the roadmap. Billable Hub does not connect to bank accounts or import bank transactions. You can record invoice payments manually with the type and amount, including references and internal notes, and we provide separate invoice and client ledgers to track balances.

Not yet, but it's on the roadmap. Billable Hub does not currently act as a payment processor, hold funds, or collect client payments for you. You can record payments received outside Billable Hub and optionally send payment update emails automatically to client contacts.

Issue an estimate with approvals enabled, and the client can accept, decline, ask questions, request revisions, and provide signer details. If they reject an estimate, a new revision may be generated, and all revision history is kept together with the original estimate. Accepted estimates can also automatically issue deposit invoices and create jobs, or simply convert to an invoice for final payment.

Invoices and estimates keep related work, payments, balance changes, credits, and document history together. Client-facing links and threaded responses help keep questions attached to the right document. Clients may open disputes directly with each line item on the invoice or the invoice total, which creates a threaded conversation tied to the invoice.

Clients can access sent invoices and estimates through focused, secure views. Depending on the document settings, they can review, respond, dispute, or report abuse from those views.

Great question. We feel this one sets us apart from the competition. Jobs integrate the estimate process with the time tracking/expense and invoice process. When you create an estimate, you can optionally have a job created upon acceptance. Then time tracking and expenses can be associated with that Job. Once a job is marked complete, it will generate the invoice for you.

Yes. We are so confident you will love Billable Hub that every plan includes a 90-day credit-card free trial, so teams have time to set up clients, projects, documents, and billing workflows before subscribing. During the trial, you can switch to any plan without affecting your trial days.

Yes. Even after your 90 day trial, if you sign up for the yearly plan and change your mind before 30 days is up, we will offer a full refund for the year of service.

Base plans are priced per organization and include the listed seats. Additional user seats are added automatically at $5/month after the included seat count, while visible capacity and feature add-ons are priced per organization.

Yes. You can switch plans during the trial or later as your needs change. Trial dates do not reset unless checkout explicitly says otherwise. When you move to a higher tier subscription plan, your subscription changes immediately, and you are billed a pro-rated difference for the remainder of your billing period. If you lower your subscription tier or cancel your subscription, it will take effect at the end of your current billing period.

Billable Hub subscription checkout, plan changes, add-ons, and billing portal access are handled through Stripe. You must accept their terms of service when using Billable Hub.

The dashboard and reports help you review receivables, cash activity, work by user or client, estimate follow-up, and billing activity.

Yes. You can export organization data in JSON ZIP or CSV ZIP formats, and export individual invoices or estimates as PDF, print-friendly PDF, CSV ZIP, or JSON ZIP files.

If you cancel your subscription, your organization data remains active for up to 1 year, and you can access and export your existing organization data. Canceling is separate from deleting the organization: if you delete the organization, your user access is removed immediately and retained organization data is scheduled for permanent deletion after 90 days, but you will be warned before deleting the organization and provided the option to create and download an export of your data. You may also send a privacy request directly to our support team to delete immediately.

If your account does not own any organizations, you may delete your account from the User Profile -> Account page at any time. If you own an organization, you must first delete the organization. Ensure that you export and download data from your org first (you will receive a warning during the process). When you delete your account, you will immediately lose access to any organizations you are a member of.

Not directly today, but it is on our roadmap. The current connection model focuses on reliable time entry, estimates, and invoicing.

Yes. Audit logs record important organization activity with actor, action, entity, date, and supporting metadata so teams can review what changed. You can search the logs and view in-depth details for each event, and can optionally export them.