Billable time and invoices

Invoicing turns your tracked time into invoices for clients. It's an optional feature: a workspace admin turns it on in Settings → Features → Invoicing. It works best together with time tracking.

Who can use it

Workspace admins, and members whose role has Create and send invoices (see roles and permissions). Everyone else doesn't see invoices. Only admins change the invoice settings.

Set up your invoice details

1. 1Go to Settings → Invoicing.
2. 2Add your company name, address and tax / VAT ID.
3. 3Add Payment details: bank, IBAN or a payment link. They print at the bottom of every invoice.
4. 4Choose the default currency, tax rate and payment terms (days until the invoice is due).
5. 5Set the number prefix (for example INV-) and the next number. Invoices are numbered INV-0001, INV-0002… and a number is never used twice.
6. 6Click Save settings.

Billable time

• New time entries are billable. In a task's Time section, click the Billable chip on your entry to switch it to Not billable (and back).
• On the Time page, the receipt icon on a row changes all of that row's time for the week at once. The note under the table shows how much of the week is billable.
• Once time is on a sent invoice it shows Invoiced INV-0007 and is locked: it can't be edited, deleted or billed again. Voiding the invoice frees it.

Hourly rates

Each project can have an hourly rate. Set it under Hourly rates at the bottom of the Invoices page, or while adding time to an invoice (tick Use this rate for the project from now on).

Create an invoice

1. 1Open Invoices in the sidebar and click New invoice.
2. 2Pick the project. The client from that project's last invoice is filled in for you.
3. 3Under Add tracked time, choose the date range, one line per task or per person, and the rate, then click Add time. Unbilled billable time becomes lines (hours × rate).
4. 4Add your own lines too (fixed fees, expenses, discounts with a negative price).
5. 5Check the client details, dates, tax rate and notes, then click Create draft.

Send, get paid, void

• Edit works while the invoice is a draft.
• Mark as sent locks the invoice and marks its time as invoiced.
• Email to client sends the invoice as an email (a draft is marked as sent first). Replies come to you.
• Mark as paid when the money arrives. The Invoices page shows what's outstanding and what was paid this year, and flags overdue invoices.
• Void cancels a draft or sent invoice and frees its time. Its number stays used.
• Duplicate makes a new draft with the same client and lines, for a corrected copy or a monthly invoice.

Download a PDF

Click Print / PDF, then Download PDF. In the print window choose Save as PDF as the printer. The invoice is laid out for A4 paper.

Sending, paying and voiding invoices are recorded in the audit log.