Features
Everything VibaCloud does
The short version is on the home page. This is the long one, for when you want to check whether the thing you rely on is actually here before you move your week over.
Getting your time in
Outlook and Google calendar import
Connect Microsoft or Google and your meetings and events come across as timesheet rows, with their real start and end times. An all-day event has no duration to read, so it counts as a full day at a length you set yourself (eight hours unless you change it).
Tagging that learns
Once you've tagged a few weeks, VibaCloud starts recognising your own events. An exact subject it has seen before goes to the project you sent it to last time. A subject matching a project name goes there. Failing both, it looks for a distinctive word that has reliably meant one client, and uses that. When two projects would both fit, it leaves the row untagged rather than guessing. It's on by default and there's a switch in Settings if you'd rather tag everything yourself.
Manual entry
No calendar, or work that never appeared in one, goes straight onto the grid by hand. Plenty of people use VibaCloud without connecting a calendar at all.
Hours or decimals
Type 7:30 or 7.5. Both are accepted whatever your display setting, and you can switch between hours:minutes and decimal hours whenever you like.
No save button
The weekly grid saves each change as you make it.
Clients, projects and rates
Three levels
Organisations are your clients, projects sit under them, and tasks are an optional third level for the firms that want "Henderson / Year end / Bookkeeping" rather than just "Henderson / Year end".
One rate per project
The project owns the hourly rate and whether its work bills by default. Every hour tagged to it picks both up. There's no rate hiding on a client or a task to contradict it.
Billable per row
A project set to billable can still have individual rows unticked, for the write-offs and the goodwill hours. They stay on the timesheet and come out at zero, so the hours are recorded even though nobody is charged for them.
Frozen when you submit
Submitting a week fixes its rates and values. Raise your rate in November and October's timesheets still say what you actually charged.
Invoicing
Invoices built from your hours
Choose a client and a period and the billable work you've submitted becomes an invoice, one line per project and rate. Work that's already on a live invoice is skipped, so overlapping periods can't bill the same hours twice.
Your own numbering
Set the prefix and the number to start from. The starting number only ever pushes numbering forward, so you can move to VibaCloud mid-year without a client receiving a number they already hold.
VAT and sales tax
Charge tax on top of your rates or show it as already included in them. The wording follows the currency, so a US invoice asks for a tax number rather than a VAT number, and GST is called GST.
Discounts
Take a percentage or a flat amount off an invoice while it's still a draft. The discount comes off before the tax is worked out, because tax is due on what the client actually pays.
Your branding and your bank details
Upload a logo, set your business address and tax number, and write your own "how to pay" block. Bank transfer, PayPal, IBAN, whatever you use. All of it is snapshotted onto the invoice, so an old invoice keeps the details it was issued with.
PDFs that don't drift
The PDF is rendered from the invoice's own frozen figures rather than from your current timesheets, so reprinting one from eighteen months ago gives you the document your client received.
Getting paid
Email it from VibaCloud
Send the invoice with the PDF attached. It goes out under your business name, replies come back to you rather than to us, and you're copied in.
Automatic chasing
Turn on payment reminders and VibaCloud follows up on the due date, then a week later, then a week after that, and stops. Reminders never go out before 9am in your own time zone, they pause if you've emailed the client yourself recently, and you can switch them off for one awkward client without switching them off for everyone.
Sent, paid, void
Mark invoices as sent or paid as they move. Overdue is worked out from the due date rather than stored, so it's never stale. Voiding an invoice releases its hours to be billed again, and voiding is reversible if you did it by mistake.
Currencies
Pick the currency you invoice in. The symbol, the decimal places and the tax wording follow it.
For firms
Shared clients and projects
Create a team, invite people by email, and share your client list so everyone tags against the same projects at the same rates. Personal work stays personal: only time tagged to a shared client is ever visible to the team.
Approvals
Your people submit their week and an admin approves it or sends it back with a comment saying what to fix. The comment stays in front of them until they resubmit. Approved weeks can still be sent back, which is the only sensible answer to an error spotted late.
A dashboard for the week
See who has submitted and who hasn't, plus the team's hours, billable share and value over the last four weeks.
Firm invoicing
A team-shared client gets invoiced under the firm's name, logo, bank details and tax setup, from the firm's own numbering run. Invoice your own private client from the same account and it uses your personal details instead, so the firm's bank details can't go out by accident.
Consolidated export
Pull the team's approved time out as a spreadsheet, summarised by member, client and project, with the entry level detail alongside it.
Reports
Where the money is
Billable work split by what it's waiting on: approval, an invoice, or payment. Plus what's overdue. It's the difference between hours recorded and money actually in the bank, which is not a number most timesheet apps will show you.
Calendar against billed
How many of the hours sitting in your calendar made it onto a timesheet. The gap is usually where the lost money is.
The usual breakdowns
Hours and value over time, by client, by project, by task and by person, with a comparison against the period before. Admins can look at the whole firm or narrow it to one member.
Excel exports
Timesheets, billing reports and the team export all come out as spreadsheets. No paywall on getting your own data out.
Accounts
Sign in how you like
Microsoft, Google, or an email address and password. Connect a second provider later and it links to the same account rather than starting a new one.
Try it before you sign up
You can build a timesheet without creating an account at all. Sign up afterwards and the work you did comes with you.
Free tools
Invoice generator
The free invoice generator builds a real PDF invoice with no sign-up, no watermark and no email address to hand over. It uses the same invoice engine as the app, so the document is the one a paying customer gets. Nothing is stored.
Timesheet template
A free weekly timesheet template for Excel and Google Sheets, with rates, a billable column and the weekly total already built in.
What it costs
Working on your own, VibaCloud is free. Team accounts are in early access while we finish billing, so if you run a firm and want to use it now, get in touch and we'll set you up.
Something you need that isn't here? Tell us. The list above is mostly made of things people asked for.