Create & manage invoices

Create invoices for clients based on tracked time and mark entries as invoiced, so you don’t double bill clients.

Invoicing is a paid feature, which you can use if you upgrade your workspace to Standard, Pro, or Enterprise plan.

User interface displayed in this video may not correspond to the latest version of the app.

Invoicing needs to be enabled in the Workspace settings.

Creating invoices #

To create invoices: 

  1. Go to the Invoices page 
  2. Click Create invoice
  3. Choose client
  4. Change currency, invoice number, and issue/due dates (if needed)
  5. Click Create
  6. Manually add items to the invoice or import your tracked time
  7. Download PDF

There is also the option to duplicate the existing invoice and quickly create a new one. 

  1. Choose the invoice you’d like to duplicate
  2. Click on the three dots menu
  3. Choose the Duplicate option from the dropdown

This newly-created invoice contains the same information as the original one. This information can be changed and edited according to your needs. Any imported time entries won’t carry over their dependency.

Bill from, name, address and logo are taken from your Workspace settings, and Bill to address is taken from the client.

 To edit client address: 

  1. Go to the Clients page 
  2. Choose client
  3. Click the edit icon and edit their address

Expand your contact list in the settings on the Invoices page. Once you add more contacts, they’ll appear in the Bill from the dropdown on any invoice. 

Admins can access the Invoices page. You can allow specific members to also see and manage in workspace settings under the Who can manage invoices section.

Editing invoices #

To edit an invoice: 

  1. Click on the three dots 
  2. Choose an action from the Actions dropdown in the upper right corner
  3. Choose one of the following actions:
    • See all your invoices
    • Filter invoices by status
    • Mark invoices as Sent, Paid, Void
    • Edit, delete, change status of an invoice
    • Download expenses

Record payment #

Record payment option saves the invoice payment.

To record invoice payment:

  1. Choose the Record payment option
  2. Record payment screen appears
    • Date: Enter today’s date 
    • Amount: Enter unpaid invoice amount you’d like to mark as Paid
    • Optionally change Date, Amount or add a Note

Click Save to complete the action.

As a result, invoice is marked as: 

  • Paid (you entered full amount)
  • Partially paid: (you entered amount smaller than invoice amount)

Amount is displayed in currency assigned to the client.

Invoice status #

  • Invoice with Partially paid, Fully paid and Void status cannot be edited; In order to be edited, paid invoices need to be marked as either Unsent or Sent
  • If invoice status is Partially paid, you can see all previously invoiced payments 
  • If record payment amount is negative number or zero, invoice can be immediately marked as Paid 
  • If due date for sent invoice passes, invoice gets an Overdue status 
  • If status is changed to Unsent, all previously processed payments are deleted

All other invoices need to be processed through the Record payment option.

Manually configure invoices #

Clockify allows you to manually mark time entries and expenses as invoiced/uninvoiced. This way you have complete control over the invoicing workflow, accurate time and expense tracking without duplicated invoices errors.

To manually mark time as invoiced:

  1. Go to the Detailed report
  2. Choose all time entries you need via Bulk edit 
  3. Click on Mark as invoiced (next to Bulk edit in table header)

Invoiced time entries 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).

By default, an increment for invoice ID is predefined in the following way: invoice1, invoice2, invoice3… etc.

To mark time as uninvoiced:

  1. Choose only invoiced time entries 
  2. Click Mark as uninvoiced

Add tax and discount #

You can also add Tax and Discount to each invoice. 

To do that:

  1. Choose the invoice
  2. Scroll to the bottom of the page
  3. Enter numbers in Discount (%) / Tax (%) fields
  4. Tax/discount number is added to the invoice as percentage 

Discount: applied to the invoice’s subtotal

Tax: applied to the final result

If you’re using Tax 2, you can choose how it’s calculated:

  1. Go to the Invoice page
  2. Click on Settings 
  3. Choose Defaults tab
  4. Click Add second tax 
  5. Taxation Mode options (applied to all your invoices):
    • Simple – both taxes are applied on the total (e.g. subtotal is $100, 10% tax1 is $10, 10% tax2 is $10, and total is $120)
    • Compounded – second tax is applied on the taxed amount (e.g. subtotal is $100, 10% tax1 is $10, 10% tax2 is $11, and total is $121)

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:
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 the 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.

For example:
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 the decimal rounding, round time up, down, or to nearest number 6/12/15/30 minutes (i.e. any number divisible by six).

Filter invoices #

You can filter invoices by: 

  • Status
  • Issue date
  • Client
  • ID
  • Bill from contact
  • Amount 

To filter invoices:

  1. Go to the Invoices page
  2. Choose filter criteria at the top of the Invoices page:
    • Date range
    • Click Apply filter
    • Client
    • Status
    • Amount
    • Balance
    • Invoice ID 

All invoices will be filtered out according to the selected criteria.

Sorting by time entry / expense details #

When you create a new invoice or edit the existing one and import time and expenses, you can choose to display them according to the details in the Detailed view

To do that:

  1. Choose the invoice on the Invoices page
  2. Click on Import time and expenses at the bottom of the page
  3. Choose Detailed in Display time dropdown 

In Show in invoice label choose the tag by checking the box and rearrange them by drag & drop. The checkbox you chose will appear in the Item’s description.

Same behavior is applied for Expense details and Time entry details.

Invoice settings #

You can get invoices in another language or name things differently (e.g. change label from Tax to VAT):

  1. Go to the Invoices page
  2. Click on the cog icon (settings) next to the Create invoice button
  3. In the Defaults tab, edit the content you’d like to be displayed in each label

After the changes you’ve made, each PDF you generate will display the new labels.
When you create a new invoice, it can inherit some predefined subject, note, issue date, and tax.

To set defaults: 

  1. Go to Invoices page
  2. Click on the cog icon (Settings) on the Invoices pages 
  3. Make the necessary changes in the Defaults tab

You can hide Quantity and Unit Price columns from PDF invoices on the Appearance tab in Invoice Settings. There you can also set if you wish text to be displayed right-to-left.

Setting up translations #

With translations, you can customize labels on your invoices, from item types to total amounts due. 

Translations will appear on the PDF and printed versions of all your invoices.

  1. Click on the cog icon (Settings) next to the Create invoice button on the Invoices page
  2. Choose the Translations tab
  3. Locate the field labeled Item type and enter your translation
  4. Repeat step 3 for each relevant field
  5. Save your translations

If you delete a value in the label field, that label won’t appear in the PDF version of the invoice.

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