To create invoices, you first need to enable "Invoicing" in workspace settings.
Create invoices for clients based on tracked time, and mark entries as invoiced so you don't double bill clients.
Invoicing is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan. You can try out the feature for free by activating the free 7-day trial (no credit card required).
Creating invoices #
- Enable Invoicing in the Workspace settings
- Go to Invoices page from sidebar
- Click "Create invoice"
- Choose client
- Change currency, invoice number, and issue/due dates (if needed)
- Click "Create"
- Manually add items to the invoice or import your tracked time
- Download PDF
You can enter what the invoice is about in the Subject field (which will appear at the top of the invoice), and you can enter additional information at the Notes fields (which will appear at the end of the invoice).
"Bill from" name, address, and logo are taken from your workspace settings, and "Bill to" address is taken from the client (you can edit client address by going to the Clients page and click on the edit icon for some client).
Managing invoices #
On the Invoices page, you can see all your invoices, mark them as Sent/Paid/Void, and filter by status.
You can also edit, delete, and change status of an invoice by clicking on some invoice, and then choosing an action from the Actions dropdown in the upper right corner.
Invoices that are marked as paid can't be edited. To edit a paid invoice, you first need to mark it as either Unsent or Sent.
You can add Tax and Discount to each invoice. Just click what you wish to add, enter number, and it will be added to the invoice in form of a percentage. Discount is applied to the invoice's subtotal, and then the Tax is applied on the final result.
Only admins can access the Invoices page.
Invoicing tracked time #
- Open the invoice and click "Import time"
- Choose which projects for that client you wish to invoice
- Choose from which period you wish to invoice time entries
- Choose how you wish to group items in the invoice:
- Single item - all hours will be merged into one line item
- Detailed - each time entry will be listed as an individual line item
- Grouped - group hours by project, user, or date (and further subgroup project, user, date, or description)
- Choose if you wish to round imported time
- Click "Import"
Import will take all time entries that match the chosen date range and selected project.
You can set time rounding option in workspace settings. When you round time, each individual time entry is rounded (and not just the final total).
You can only import time entries that are both uninvoiced and billable.
After the import is done, invoice items will be automatically populated and all appropriate time entries will be automatically marked as invoiced.
If you delete some line item, all time entries from that item will lose their invoiced status.
You can edit line items from imported as you want (eg. change description, amount, or cost), and it won't affect the actual time entries.
You can import time into an invoice multiple times (the only limit is that it has to be the same client).
If you delete the whole invoice, all its entries will be marked as uninvoiced.
Conversion from clock to decimal format #
Total amount between reports and invoices may slightly differ.
Invoices round time on two decimals, while reports take more decimals into account. For example, let's say you have a time entry whose duration is 20min, or 0.3333333h when converted to decimal format. When a report multiplies it with hourly rate of $100, the result in report is $33.33. But when that entry is imported into an invoice, the invoice imports time rounded to two decimals (0.33h), which when multiplied with $100 equals $33.00.
Grouping option may also result in different total amounts.
Let's say you have three entries on some project, each 20min. If you import time one by one with the "Group hours: Detailed" option. the invoice will make three line items of 0.33 and total amount will be $99.00 (3 x 0.33h x $100). But if you choose "Group hours: Project" option, they will be summed up and rounded using more decimals (like in the reports), resulting in $100.00 invoice.
To avoid discrepancy due to decimal rounding, round time up, down, or to nearest 6/12/15/30 minutes (i.e. any number divisible by six).
To get invoices in another language or need to name things differently to something else (eg. change label from "Tax" to "VAT"):
- Click on the cog icon (Settings) next to the "Create invoice" button on the Invoices page
- For each label, enter what you wish to be displayed instead
- Each PDF you generate will now display the new labels
Marking time as invoiced manually #
Time entries that are invoiced have a green "invoiced" tag next to them in the Detailed report.
When you hover over the "invoiced" tag, you'll see the client and the invoice ID under which the time entry was invoiced (unless it was manually marked as invoiced).
You can filter reports by invoiced/uninvoiced status from the Status filter.
To manually mark time as invoiced, select all time entries you need via bulk edit, and then click on "Mark as invoiced" (located next to "Bulk edit" in the table header).
To mark time as uninvoiced, select only invoiced time entries and click "Mark as uninvoiced".