# Turn Clockify hours into monthly client billing drafts

> On the first business day of each month, we turn last month's billable Clockify hours into itemized billing emails, saved as Gmail drafts for your review.

- Workflow type: agent
- Services: Clockify, Gmail
- Categories: Finance, Operations
- Published: 2026-07-17

## What it does

- Adds up last month's billable hours for each client, grouped by project, straight from your Clockify time entries.
- Multiplies hours by each project's billable rate to calculate what every client owes.
- Writes a clean, itemized billing email per client and saves it as a Gmail draft, never sending anything on its own.
- Skips any client with no billable time last month and rounds every project's hours to two decimals.

## What you'll need

- A Clockify account where your team tracks billable time against clients and projects.
- Billable rates set on your Clockify projects so amounts can be calculated.
- A Gmail account to hold the draft billing emails for review.

## Prompt

On the first business day of each month at 9am, prepare client billing drafts from last month's tracked time in Clockify and stage them as Gmail drafts for review. Do not send anything: every message must be left as an unsent Gmail draft so a person can sanity-check the numbers before it ever reaches a client.

First, generate a Clockify summary report for last calendar month using Clockify's Generate a summary report, filtered to billable time and grouped by client and then by project. Pull client details, including each client's name and email address, with Find clients on a workspace. Read each project's billable hourly rate with Get all projects on a workspace.

For each client that had billable time last month, group the billable hours by project and format each project's hours to two decimals. Compute the amount owed for a project by multiplying its hours by that project's billable rate. Note that Clockify stores rate amounts as integers in the currency's minor unit (cents), so divide the rate by 100 before treating it as a dollar figure. Sum the per-project amounts into a single total owed for the client.

Then write a clean, itemized billing email for the client: one line per project showing the project name, its hours (two decimals), the rate, and the amount, followed by the total owed. Address the email to the client's email address from Clockify. Create it with Gmail's Create a Draft, one draft per client, and leave it as an unsent draft.

Skip any client with no billable time last month so no empty bills are drafted. Always format hours to two decimals. Never send a draft automatically: the whole point is to keep a human in the loop before any money-related message goes out.

## How to customize

- Change when it runs, for example the first calendar day of the month instead of the first business day.
- Adjust the billing email wording, subject line, or which address each draft is sent to.
- Add a footer note, payment terms, or tax line to every bill.

## FAQ

### Does this send invoices to my clients automatically?

No. Every bill is saved as an unsent Gmail draft so you can check the numbers and hit send yourself. Nothing reaches a client until a person reviews it.

### Where do the billable rates come from?

From the rates you have set on each project in Clockify. The workflow reads those rates and multiplies them by the hours tracked last month.

### What happens to clients who had no billable work last month?

They are skipped, so you only get drafts for clients who actually owe something.

### Can I review and edit a bill before it goes out?

Yes. Everything lands in your Gmail drafts folder, so you can fix the wording or a number before sending.

### How are the hours shown on the bill?

Every project's hours are rounded to two decimal places so the totals read cleanly, and each project is listed as its own line item.

Use this prompt in General Input: https://www.generalinput.com/prompts/turn-clockify-hours-into-monthly-client-billing-drafts