Clear Fee Billing App Guide

How to Use Clear Fee Billing App

A simple guide for setting up clients, contractors, time entries, invoices, retainers, client portals, exports, and billing reports inside WordPress.

Start with Cliff Notes Read Full Instructions
Fast Start

Cliff Notes

Clear Fee Billing App is built for small businesses, consultants, service teams, contractors, and client-focused companies that need a clear way to track time, create invoices, manage retainers, and give customers a simple billing portal.

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1. Configure Settings Add company details, invoice prefix, default rate, payment notes, export settings, and email options.
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2. Add Clients Create client records with contact info, billing address, hourly rate, account manager, contractors, and linked portal user.
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3. Add Contractors Managers can add contractors manually or invite them by email. Contractors only see assigned clients and their own work.
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4. Track Time Add time entries with date, technician, notes, hours, rate, status, and billing type.
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5. Create Invoices Review billable time, generate invoices, export PDF/Excel/CSV, and keep invoice history.
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6. Manage Retainers Track prepaid balances, estimated hours, retainer usage, low-balance alerts, and top-off requests.
Best workflow: Configure settings → add clients → add contractors → assign contractors to clients → track time → review billing → generate invoice or retainer report → export PDF → mark paid when payment is received.

Important Client Portal Shortcode

Add this shortcode to a protected front-end page to give clients access to their invoices, retainer balance, usage history, and top-off request option.

Please log in to view your billing portal.

Access Overview

User Type Where They Work What They Can Access
Admin WordPress admin Everything: settings, clients, contractors, invoices, retainers, reports, exports, and users.
Account Manager Limited Clear Fee admin area Assigned clients, contractor invites, time review, invoice finalization, retainer refresh review, and reports.
Contractor Limited Clear Fee admin area Assigned clients, their own time entries, and invoices they created or are allowed to access.
Client Front-end portal Their own invoices, retainer balance, usage details, PDFs, and top-off requests.
Full Instructions

Complete Setup and Usage Guide

Use this full guide when setting up the app for the first time or training managers, contractors, and client-facing users.

1. Install or Update the Plugin

  1. Upload the plugin ZIP. Go to Plugins → Add New → Upload Plugin in WordPress. Upload the Clear Fee Billing App plugin ZIP file.
  2. Replace the existing version. If WordPress asks whether to replace the current plugin, choose replace. Your stored app records should remain in place.
  3. Activate the plugin. After activation, open the Clear Fee or Time Biller menu in the WordPress admin area.
  4. Check the dashboard. Confirm the dashboard loads and that clients, invoices, time entries, retainers, and contractors are visible based on your role.
Important: For major plugin updates, test on a staging copy first when possible. Billing data, invoice history, retainers, and client access are important records.

2. Configure App Settings

Start in the settings page before creating invoices or retainers. These settings control how invoices, exports, and emails appear.

  • Company name: Used on invoices, reports, and exports.
  • Company email: Used for billing and support communication.
  • Company phone: Displayed on invoice documents.
  • Website: Used in invoice and client-facing details.
  • Default hourly rate: Used when a client-specific rate is not set.
  • Invoice prefix: Controls invoice initials such as CF, CFB, or custom letters.
  • Payment notes: Add check, ACH, Zelle, PayPal, or manual payment instructions.
  • Email settings: Used when sending invoice PDFs or contractor invites.

3. Set Up Roles and Permissions

Clear Fee separates users so the right people only see the right records.

Role Main Job Permission Style
Administrator System owner Full control over all app settings and records.
Account Manager Client/account owner Can manage assigned clients, add contractors, review billing, approve retainers, and finalize invoices.
Contractor Technician or outside worker Limited access to assigned clients, their own time, and their own invoices.
Client User Customer portal user Front-end portal only. Can view their own billing and retainer details.
Contractor restriction: Contractors do not need to be WordPress admins or editors. They should use the app’s contractor access so they do not see other contractors’ invoices, other clients, or unrelated WordPress admin pages.

4. Add Clients in the Client Center

The Client Center stores the billing profile for each customer.

  • Client or company name
  • Main contact person
  • Billing email
  • Phone number
  • Billing address
  • Website
  • Default hourly rate
  • Assigned account manager
  • Assigned contractor or technician
  • Linked WordPress client user
  • Retainer settings
  • Internal notes

CSV Client Import

Use the CSV import tool to bring in client records quickly. This is for client data, not time entries.

company_name, contact_name, email, phone, address_1, address_2, city, state, zip, website, hourly_rate, assigned_user_email

Clients can be linked to existing WordPress users. A later workflow can allow missing users to be created during import, but linking existing users first is usually safer.

5. Add Contractors

Managers and account managers can add contractors in two ways: manually or by email invite. Contractors should be assigned only to the clients they are allowed to work on.

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Manual Add Create or link a contractor user directly, assign the contractor role, and connect them to one or more clients.
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Email Invite Send an invite link to the contractor so they can accept access and create their password.
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Restricted Access Contractors only see assigned clients, their own time entries, and invoices they created or are permitted to access.

Manual Contractor Setup

  1. Open Clear Fee → Contractors. This page lists current contractors and invite history.
  2. Add contractor manually. Enter the contractor’s name, email, and user details or link them to an existing WordPress user.
  3. Assign contractor access. The contractor should receive the limited Clear Fee contractor role, not admin or editor access.
  4. Assign clients. Choose which clients this contractor can work on. They should only see those client records.
  5. Save and test. Confirm the contractor can log in and only access the expected Clear Fee areas.

Contractor Invite Setup

  1. Open Clear Fee → Contractors. Use the invite area to create a pending contractor invitation.
  2. Enter contractor details. Add the contractor’s name and email address.
  3. Select assigned clients. Choose the client accounts this contractor can work with before sending the invite.
  4. Send the invite. The contractor receives an email with an acceptance link.
  5. Contractor accepts. The contractor creates a password or connects their existing user account and receives limited contractor access.
  6. Manage invite history. Pending invites can be reviewed or cancelled if they were sent by mistake.
Security note: Do not give contractors administrator or editor roles unless they truly need full WordPress access. The contractor role is designed to keep them inside the billing app only.

6. Contractor Workflow

Contractors use a limited Clear Fee admin area to add and review their own work.

1 Log in The contractor logs into WordPress but only sees limited Clear Fee tools.
2 Select client The contractor selects from clients assigned to them.
3 Add time The contractor adds date, notes, hours, rate, and billing type.
4 Manager reviews An account manager or admin reviews work before final billing.

7. Link Clients to Portal Users

To allow clients to view invoices and retainers, connect each client record to a WordPress user.

  1. Create or find the client user. Use the correct billing email address for the client’s login.
  2. Edit the client record. Open the client in the Client Center.
  3. Link the WordPress user. Select the matching user account for that client.
  4. Publish the portal page. Add the shortcode below to a front-end page.

Please log in to view your billing portal.

8. Add Time Entries

Time entries are the work records used for invoices, reports, and retainer deductions.

  • Select the client
  • Select the work date
  • Select or enter the technician
  • Add clear work notes
  • Enter time spent
  • Confirm hourly rate
  • Choose billing type
  • Set entry status

Billing Type Options

Billing Type What It Does Best Use
Bill Normally Creates normal billable time for invoice creation. Hourly client work.
Deduct From Retainer Subtracts the work value from the client’s retainer balance. Prepaid support or consulting clients.
No Charge Tracks the time but does not charge the client. Courtesy work, warranty support, or goodwill.
Internal Only Keeps the time for internal tracking only. Research, admin work, sales prep, or internal notes.

9. Time Entry Statuses

Statuses help keep entries organized from draft through payment.

Draft Ready to Bill Invoiced Paid Archived

Use Draft for work that still needs cleanup. Use Ready to Bill when the work is ready for review. Once it is added to an invoice, it becomes Invoiced. When payment is received, the invoice can be marked paid.

10. Create Invoices

Invoices can be created from approved billable time, manual charges, or retainer refresh requests.

  1. Open Billing Reports or Invoices. Select the client and the date range.
  2. Review the entries. Confirm notes, hours, rates, billing type, and status.
  3. Generate the invoice. The system creates an invoice snapshot so historical invoices stay intact.
  4. Export the invoice. Export PDF for clients, Excel for detail, or CSV for accounting.
  5. Mark paid when payment arrives. Manual payment tracking keeps the billing records up to date.

11. Export Options

Clear Fee includes several export options for client delivery, internal records, and accounting handoff.

Export Purpose Best Use
PDF Creates a client-ready invoice or retainer report. Email to clients or save in client files.
Excel Detailed spreadsheet with time entries, totals, and notes. Internal review or detailed client backup.
CSV Simple export of invoice or time data. Data review or import into other systems.
QuickBooks-Friendly CSV Accounting export prepared for QuickBooks-style workflows. Bookkeeper or accounting software handoff.

12. Retainer System

Retainers let you track prepaid client balances in dollars and estimated hours.

  • Enable retainer per client
  • Set starting retainer amount
  • Set hourly rate
  • Show estimated remaining hours
  • Set low-balance trigger amount
  • Allow manual top-off requests
  • Assign account manager for review
  • Create refresh invoices after approval

Retainer Deduction Formula

Time Spent × Hourly Rate = Retainer Deduction

Example: If a client has a $500 retainer and 2 hours are deducted at $75/hour, the system deducts $150 and leaves a $350 balance.

13. Retainer Refresh Workflow

A retainer refresh should be reviewed before an invoice is created and sent.

  1. Balance gets low or client requests top-off. The refresh can be triggered by low-balance amount or manually requested through the portal.
  2. Refresh request is created. The request waits for account manager or admin review.
  3. Usage report is generated. The report shows time used from the current retainer before requesting more funds.
  4. Account manager reviews. The assigned manager confirms the refresh amount and usage details.
  5. Refresh invoice is created. The system creates a normal invoice with a retainer refresh line item.
  6. Payment adds funds back. When the refresh invoice is marked paid, the retainer balance is increased.

14. Client Portal

The client portal gives customers a simple way to review their own records.

Please log in to view your billing portal.

  • Client dashboard
  • Open invoices
  • Paid invoices
  • Invoice PDF downloads
  • Retainer balance
  • Estimated remaining hours
  • Retainer usage details
  • Top-off request option

15. Dashboard and Reports

The dashboard is designed to stay simple and show what needs attention.

  • Total clients
  • Open time entries
  • Unbilled hours
  • Estimated unbilled amount
  • Invoiced hours
  • Billed or paid hours
  • Open invoices
  • Paid invoices
  • Active retainers
  • Low-balance retainers
  • Pending refresh reviews
  • Contractor activity

Useful Reports

Report What It Shows
Time by Client All time entered for a specific client during a selected date range.
Time by Contractor Work entered by a specific contractor or technician.
Billable vs No Charge Compares charged time, courtesy time, retainer time, and internal time.
Retainer Usage Shows retainer deductions, remaining balance, and estimated remaining hours.
Invoice Totals Open, sent, paid, overdue, archived, and exported invoice totals.
QuickBooks CSV Accounting-friendly invoice export for bookkeeping workflows.

16. Manual Payment Tracking

Clear Fee does not require Stripe, Square, or an online payment processor. You can record payments manually.

Cash Check ACH Zelle PayPal Manual Other

When money is received, mark the invoice paid. If the invoice is a retainer refresh invoice, marking it paid should add the refresh amount back into the client’s retainer balance.

17. Recommended Daily Workflow

  1. Review new time entries. Check work notes, hours, client assignment, and billing type.
  2. Approve ready-to-bill items. Move clean entries into the billing workflow.
  3. Review retainer balances. Check low-balance retainers and pending top-off requests.
  4. Create invoices. Generate invoices from approved work or retainer refresh requests.
  5. Export records. Use PDF for clients, Excel for details, and QuickBooks CSV for accounting.
  6. Mark payments. Update invoice status when payment arrives and refresh retainers when applicable.
Best Practice

Keep contractors limited, managers in control, and clients informed.

The cleanest setup is simple: contractors enter time, account managers review the work, admins or managers finalize invoices, and clients use the portal to view invoices and retainer details. This keeps billing organized without giving everyone full access to everything.

18. Support

Need help with Clear Fee Billing App setup, access, invoices, retainers, contractor invites, or exports?
Email support@clearfee.app

19. Common Questions

Can contractors see each other’s invoices?

No. Contractors should only see assigned clients, their own time entries, and invoices they created or are permitted to access.

Do I need SureMembers for contractor restrictions?

No. Contractor restrictions are handled inside the plugin. SureMembers can still be used later for a more advanced front-end membership experience, but it is not required for contractor isolation.

Can managers invite contractors by email?

Yes. Managers can send a contractor invite from the Contractors page. The contractor accepts the invite and creates or connects their user account.

Can contractors be added manually?

Yes. Managers can manually create or link contractor users, assign the contractor role, and connect them to specific clients.

Can clients request a retainer top-off?

Yes. Clients can request a top-off from the client portal. The account manager reviews the request before a refresh invoice is created.

Can the invoice prefix be changed?

Yes. The invoice prefix or initials can be changed in app settings.

Can invoices be exported for accounting?

Yes. Clear Fee supports PDF, Excel, CSV, and QuickBooks-friendly CSV exports.

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