How to Use Invoices

Create, send, and track client invoices from tracked hours or fixed fees — with tax, discounts, and status summaries in one place.

Invoices overview

1. Open Invoices

   Go to Invoice under Manage in the left sidebar. Use Search by client or invoice # and the status filter (for example, All) to find a bill. Click + Create New Invoice to start a new one.

   

2. Summary cards

   Four cards at the top show Total Invoices, Total Paid, Outstanding, and Overdue — use them before month-end billing runs.

3. Read the invoice table

   Each row is one invoice:

   • Invoice Number & Client Name

     Unique ID (for example, De-1008) and the client billed.

   • Issued Date & Due Date

     Due dates past today show in red with an Overdue label.

   • Paid Amount

     Paid vs total (for example, $346.00 / $1,826.33) — supports USD and other currencies.

   • Status

     Draft (preparing), Sent (dispatched), or Overdue (unpaid past due date).

   • Actions

     Record payment (card icon), edit (drafts), send email, view, download PDF, or delete where allowed.

   Full invoicing (hours worked, fixed fee, products) is on Elite — see Pricing under Client & Invoice.

Create an invoice

1. Invoice details

   After + Create New Invoice, fill the header section:

   • Client

     Select from Choose client or click + Add Client to create one under Manage → Clients.

   • Invoice Number

     Auto-generated ID (for example, De-1009) — edit if your process requires a specific format.

   • PO Number

     Optional purchase order reference from the client.

   • Issued Date & Due Date

     Issued defaults to Today; set Due Date for overdue tracking on the list.

   • Currency

     USD or other supported currency for the entire invoice.

   

2. Line items, tax, and total

   Add rows for services or products, link a Project when billing tracked work, then set tax and discount before saving.

   • Item row

     Item Type (Service), Description, Quantity, Unit Price, Amount — toggle Tax 1 and Tax 2 per line.

   • Linked Project

     Tie the line to a project so hours from Timesheets can align with the invoice.

   • + Add More Items

     Add additional service or product lines.

   • Tax & Discount

     Tax Name, rate as % or $, and discount — Grand Total updates in the selected currency.

   • Save As Draft

     Keep editing later — status stays Draft on the list.

   • Save & Send

     Finalize and dispatch — status moves to Sent; use envelope action to resend if needed.

   

Billing workflow

1. From tracked time

   Approve Timesheets for the period, confirm hours in Reports → Project Timing or Monthly Timesheet, then create the invoice and link line items to the correct Projects.

2. Record payment

   When the client pays, use the payment action on the row to update Paid Amount — Total Paid on the summary cards updates automatically.