The purpose: understand the service without questions
A service record documents work in a particular context. For time-based projects it may list activities, dates and durations. Other billing models may document scope differently. Recipients must be able to understand the connection to the agreement.
The record is not automatically an invoice or legal acceptance. “Approved” is ambiguous without knowing what was checked and by whom. Describe the action: professionally reviewed, selected for billing or confirmed by the responsible client contact.
The elements of a clear service record
| Detail | Purpose | Typical question when missing |
|---|---|---|
| Project and period | Define which services are included | Does this entry belong to the current contract? |
| Activity and date | Explain the work factually | What was actually worked on? |
| Duration and unit | Make quantities traceable | Does 1.30 mean decimal hours or one hour and 30 minutes? |
| Version and review status | Identify the reviewed version | Which version was approved? |
| Invoice reference | Track later use | Has this service already been transferred? |
Example: two activities form one service record
“Nordlicht Relaunch” has 60 minutes of navigation review and 30 minutes of agreed corrections. Both belong to the same period and are billable in this example. The record shows two items totalling 90 minutes, equivalent to 1.5 hours.
Another 20 minutes of internal handover are recorded. They are not billable in this example and therefore excluded from this service basis. The project lead does not delete the effort; they separate total recorded work from the record's selection.
At an example rate of €120 per hour, the net amount is €180. Whether client-facing records show prices or only quantities depends on the agreed process. The later invoice draft should use the same reviewed basis.
Check before sharing
Completeness
Include all intended entries for the period without accidentally including excluded internal services.
Clarity
Add a brief, specific activity description to broad terms such as “Support”. Confidential internal details do not automatically belong in client copy.
Calculation
Convert minutes and decimal hours correctly; use units and agreed rounding consistently.
Version
Identify the version submitted for review. Later changes need a visible new review state.
What happens when questions arise
If the client disputes an activity's assignment, record the question on that item. Disputed and undisputed parts can then be reviewed separately. Silently changing the total would hide the reason.
When transferring the record to an invoice draft, retain the connection. Draft edits still need independent review. A correct record does not guarantee correct recipient or tax details on the invoice.
Frequently asked questions
Is a service record always legally required?
The term alone does not establish that. Required documentation depends on the contract and circumstances. This guide describes an organisational structure, not a general legal duty.
What should be saved when a change is made?
At least the affected version, the change and the responsible review. Whether a system technically supports this history must be checked separately.
Create a sample service record.
Try the steps in the OOKI demo: tasks, client view, time entries and invoice draft with fictional data. No login required.
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