Invoices

Create an invoice when you’re ready to bill a client. You can enter the work yourself, bring in tracked hours and expenses, or start with an accepted estimate or fixed project fee. Each route gives you a draft to review before sending.

Owners and admins create, send, and record payments on invoices. Accountants can view them but not change them. Managers and members don’t see invoices.

The form

New Invoice on the Invoices page opens it blank. A project’s Invoices tab and the Uninvoiced report open it with the project chosen. New invoice on a client page opens it with that client chosen.

• Project (optional). Picking a project bills its client.
• Client. Only needed when there’s no project. Terms and tax rate fill from the client’s defaults when you start from the client’s page or pick a project. If you pick a client here, set them yourself.
• Subject.
• Payment terms: Due on receipt, or Net 10, 15, or 30. Changing terms moves the due date. Due on receipt makes the invoice due the day it’s issued.
• Issue date and Due date. You can’t type a due date; it follows the terms and the issue date.
• Tax rate (%) and Discount rate (%).
• Notes, shown to the client.
• Send automatic payment reminders for this invoice, a checkbox.

Numbers are INV- plus your prefix and a two-digit sequence, set in Settings, Documents.

Line items

Each line has a Type (Labor, Service, or Item), Description, Quantity, and Unit price. Labor is hours at a rate, usually from a labor category. Service and Item are both quantity times unit price; the word is what your client reads. Add from catalog opens the drawer of labor categories and catalog items; Add line item adds a blank row. Details in Labor categories and catalog.

The Unbilled work panel

When the invoice has a project that bills time, the line items card ends with Unbilled work on [project], showing the hours and dollars waiting. Its controls:

• From and To dates.
• Group lines: By labor category, By person, One line, or One line per entry. Two rates in one group make two lines.
• Expenses, a checkbox to bring in the project’s unbilled expenses, one line per category, or one per expense with One line per entry.
• Notes, a checkbox to fold entry notes into descriptions.
• Add to invoice.

Add to invoice appends rows to the form, each marked “Bills logged work. Removing this line frees it.” Nothing is claimed until you save. On save the entries link to the invoice and lock, so they can’t be billed twice; if someone else invoiced them in the meantime the save stops and tells you.

Removing a row frees its entries. Deleting the draft frees all of them.

On a fixed fee project the panel only brings in expenses. The fee is invoiced from the project page; see Billing an estimate.

The Invoices page

Three tabs: Invoices, Recurring, and Freeform. Invoices has filter chips All, Draft, Sent, Paid, and Written off. A sent invoice past its due date shows as Overdue; that’s derived, not a status you set. Recurring is its own page. Freeform lists money paid through your payment page; a count shows how many still need applying to an invoice, and you apply each from its row.

Drafts and sending

Only a draft can be deleted, and only a draft can be edited. A sent invoice you won’t collect gets written off so its payments and history stay. A paid invoice stays as it is.

Send invoice emails the client’s primary contact a link to the invoice, where they can download a PDF. An invoice with no lines can’t be sent. Once sent, the button reads Resend invoice. Mark as sent in the Actions menu records a draft you handed over some other way.

Actions on a sent invoice

On the page: Record payment, PDF, Copy invoice link, and the Actions menu with Write off invoice, Regenerate public link, and Delete invoice (drafts only). The public link opens once the invoice is sent; a draft is not public.

Recording a payment for the full balance marks the invoice paid. Each payment in the list has Send receipt, and a Stripe payment has Refund, which refunds whatever of it hasn’t gone back yet. Partial refunds made in your Stripe dashboard show under the payment too. A refund that leaves money owing reopens the invoice; see Getting paid. A paid invoice gets Send thank you with an editable message.

Writing off takes an optional reason and moves the balance out of outstanding. A written-off invoice has Reopen invoice and, for an owner or admin, Release billed work, which frees the time and expenses it held so they can be invoiced again. Releasing is audited and rules out reopening.

Regenerate public link kills the old bearer link.

Payment methods

An invoice offers whatever the account has turned on under Settings, Payments, read live. There are no checkboxes on the invoice. Turn on ACH tomorrow and every open invoice offers it. See Payments and Stripe.

Totals

Saving the invoice calculates its subtotal, tax, discount, and total. Both tax and discount are calculated from the subtotal. Tax and discount rows only print when non-zero.

There are no automatic late fees. A late fee is an Item line you add.

Reminders

Two switches, both on. Settings, Payments has Send reminder emails for unpaid invoices and a Reminder schedule (days). Each invoice has its own checkbox. At 9am in your account’s time zone, a job mails the primary contact for sent invoices where both are on. Reminders only go out while your subscription is active.