Creating Invoices

Generate professional invoices from tracked time and expenses, or create free-form invoices with manual line items.

Invoice Types

From Time & Expenses

Create invoices pre-populated with billable hours and expenses from your projects:

Go to Invoices and click New Invoice.
Select a Client.
Choose Import from Time & Expenses.
Select the project(s) and date range to include.
Choose how to group line items:
- By Project — One line item per project
- By Task — Grouped by task across projects
- By Person — Grouped by team member
- Detailed — Individual time entries as separate line items
Review and adjust the generated line items.
Save as draft or send.

When you create an invoice from tracked time, those entries are marked as “billed” and won’t appear in future import selections.

Including documented work before approval

By default, invoice creation only includes approved billable time and expenses.

Administrators can opt in to including documented billable work before approval from Invoices > Configure > Default Values. When enabled, unsubmitted, submitted, and approved billable time and expenses are available for invoicing. Rejected items, running timers, and already billed items are excluded.

The invoice flow still shows a pending-work banner so you can see which included items have not been submitted or approved yet.

See Documented Work Before Approval for details.

Free-Form Invoices

Create invoices with custom line items unrelated to tracked time:

Go to Invoices and click New Invoice.
Select a Client.
Add line items manually with descriptions, quantities, and unit prices.
Save or send.

Invoice Details

Every invoice includes:

Invoice number — Auto-generated based on your configured pattern (e.g., INV-2024-0001)
Client — Who’s being billed
Issue date — When the invoice was created
Due date — When payment is expected (based on payment terms)
Payment terms — Upon Receipt, Net 15, Net 30, Net 45, Net 60, or Custom
Subject — Optional title or reference
Purchase order — Optional PO number for client reference

Line Items

Each line item on an invoice has:

Type — Service, Product, or Expense
Description — What’s being billed
Quantity — Number of units (e.g., hours)
Unit price — Rate per unit
Amount — Automatically calculated (quantity × unit price)
Tax flags — Whether each tax rate applies to this item
Project — Optional project association

Taxes and Discounts

Configure up to two tax rates and an optional discount:

Tax 1 — First tax rate (e.g., GST at 10%)
Tax 2 — Second tax rate (e.g., State tax at 5%)
Discount — Percentage off the subtotal

Each line item can individually opt in or out of each tax.

Invoice States

State	Description
Draft	Work in progress, not yet sent to client
Open	Sent to client, awaiting payment
Paid	Fully paid
Closed	Written off or cancelled

Saving and Editing

Draft invoices can be freely edited, reordered, and adjusted.
Open invoices cannot be edited directly. Revert an eligible unpaid invoice to draft before making changes.
Paid and Closed invoices are locked from editing.