Before opening a billing page, write one sentence: “I need the document for our purchase of Toggl Track for [period].” That keeps the search separate from documents about work you sell to a client.
Open subscription history
In the paying organisation's account, open Subscription in the left menu. In the admin console's Billing view, choose History and use the arrow on the right of the specific invoice to download its PDF. Toggl's official guide distinguishes that arrow from clicking the whole row: the row opens invoice and payment details, with an option to obtain a payment receipt. For a subscription invoice, save the invoice PDF itself. Toggl also emails invoices when they are issued.
Use the account and organisation associated with the payment. If another person handles that purchase, request the document from them. Do not export client time records merely because you cannot see subscription billing.
For older purchases, check Legacy invoices if that tab appears in your account. For invoices before 1 October 2017, contact Toggl support through the official guide and identify the payment you need.
Identify who bought what
Read the supplier, recipient, description, period and amount in the downloaded document. Compare those details with the payment, rather than selecting the first PDF that mentions Toggl.
Worked example: a consultant records ten client hours and also pays for Toggl Track. The first PDF names the consultant as supplier and the client as customer; it documents work sold. The second names the Toggl provider as supplier and the consultant's company as customer; they check its subscription, period and amount. For the accounting handover, they prepare the second document and its number. Neither the client time report nor a payment receipt replaces a missing subscription invoice. If the second file is missing, they send the request below to the paying organisation's administrator.
If you are looking for the purchase document, ask:
Please send the Toggl Track subscription invoice for [period], matching [payment date and amount]. I need the provider’s bill, not our client time report or a document for work we billed.
Hand over the confirmed file
Open the saved file and check that it is readable. Name it using the service, period and document number, without changing its contents. Look for an existing copy before sending it twice.
Deliver the checked document to the agreed accounting location. If it is missing, record the specific subscription period as outstanding. A detailed time report can be useful for another purpose, but it does not close this missing-document task.
Collect email invoices with HeyRup
HeyRup is preparing a service to find PDF invoices in a connected mailbox and hand selected documents to your accountant. Retrieve invoices available only in a provider portal there first. Registration is not open yet. On the , choose “Notify me at launch” and leave your email in the form if you want a launch notification.