Invoicing

Generate professional invoices from your tracked time using customisable Word templates. Export as PDF or DOCX with a full line-item breakdown.

Before you start

You need at least one invoice template uploaded before generating invoices. See the Templates guide to get set up.

Timezone Warning: Ensure your team's Default Timezone is configured correctly in Team Settings. This determines how your invoice issue dates and tracked time boundaries are formatted on the final PDF.

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Generating an Invoice

The invoice wizard is a 3-step process.

Step 1 — Template & Client

1. Go to the Invoices tab in Time Tracking
2. Click Generate Invoice
3. Select a template, client, and billing period (start/end date)
4. Click Next: Select Entries

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Step 2 — Select Time Entries

Review and choose which unbilled entries to include:

Selection	How
All entries	Use the All Items checkbox
All entries for a job	Check the job header
Individual entries	Check/uncheck each row

The summary bar at the top shows: selected entry count, total hours, and total amount.

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Step 3 — Invoice Details

Review your invoice in a two-column layout before generating.

Column	Fields
Left	Summary (entries / hours / amount), Invoice Number, Payment Terms
Right	Client Name Override, Client Address, Notes

Invoice Number

Auto-generated from your configured pattern. Displayed in a monospace field — edit to override, or click Reset to regenerate.

Click Generate Invoice — the PDF opens automatically.

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Managing Invoices

Invoice List

The Invoices tab shows all generated invoices with: invoice number, client, date, amount, payment status, and a download link.

Actions

Action	How
Download	Click the Download button on any invoice row
Mark as Paid	Open the invoice → click Mark as Paid
Delete	Open the invoice → click Delete → confirm

Deleting an invoice

Deleting an invoice does not delete the time entries. They become unbilled again and can be included in a future invoice.

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Invoice Templates

Templates are Word (.docx) files with placeholder tags that get replaced at generation time.

Available Tags

Tag	Replaced with
{client_name}	Client's name
{invoice_number}	Invoice number
{invoice_date}	Invoice date
{date_range}	Billing period (e.g. Jan 1 – Jan 31, 2024)
{total_hours}	Total hours billed
{total_amount}	Total amount due
{#time_entries_table}...{/time_entries_table}	Repeating table of line items

See the Templates guide for detailed setup instructions.

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Invoice Number Settings

Access via the gear icon on the Invoices tab.

Pattern Templates

Pattern	Example	When to use
Basic	INV-0001	Simple, most common
Date-Based	INV-2026-02-0001	Monthly tracking
Year Only	INV-2026-0001	Annual tracking
Client-Based	INV-ACME-0001	Multi-client billing
Client + Date	INV-ACME-2026-02-0001	Client + period
Date + Client	INV-2026-02-ACME-0001	Date-first preference
Full Date + Client	Inv-20260301-LC	No counter, date + code
Compact	INV260001	Short, no separators
Custom	Fully configurable	Full control

Configuration Options

Option	Description
Prefix	Text at the start (e.g. INV, Invoice)
Separator	Character between parts (e.g. -)
Date Format	Tokens: YYYY, YY, MM, DD
Client Code Length	Auto-extracted fallback length (1–5 chars)
Client Code Uppercase	Force uppercase
Include Sequential Number	Toggle the incrementing counter
Number Padding	Digit count (e.g. 4 = 0001)
Next Number	Override the next value
Counter Reset Period	Never / Monthly / Yearly

Client Codes

Client-based patterns resolve codes in this order:

1. Explicit code — set on the contact record (e.g. ACME)
2. Auto-extracted — derived from the client name (e.g. Acme Corp → AC)

To set an explicit code: edit the contact → fill in the Client Code field.

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Common Workflows

Monthly Client Billing

1. Review the previous month's time entries
2. Set date range to first–last day of previous month
3. Select client and review line items
4. Generate invoice and send with payment terms

Project-Based Billing

1. Filter entries by the project job
2. Set custom date range (project start → end)
3. Generate final invoice on project completion

Retainer Billing

1. Track all time as normal
2. At period end, compare total hours against retainer
3. Generate invoice for the agreed amount (or overage)

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Troubleshooting

Problem	Check
Invoice generation fails	Template uploaded? Date range includes entries? Network OK?
Time entries missing	Correct date range? Entries already invoiced? Job linked to client?
Template placeholders not replaced	Exact {tag_name} syntax? File is .docx? Try re-uploading.

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Related

• Templates — Upload and manage invoice templates
• Time Entries — Review entries before invoicing
• Managing Jobs — Set up billing rates
• Troubleshooting — Common issues