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.
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 can still be edited, but changes may confuse clients who’ve already received the original.
- Paid and Closed invoices are locked from editing.