Invoices

Invoices let you bill customers for the time your team tracked, plus any flat fees or expenses, and generate a professional PDF to send.

Who can use this

Invoicing is available to Owners, Admins, and Finance users. The Invoices link appears in the sidebar under Time Entries for those roles. See Users & Roles.

Before You Start

A few things make your invoices complete:

1. Billing information — Go to Manage → Company Settings → Billing Information and fill in your business name, address, email, phone, and Tax ID. This appears as the From block (and tax ID) on every invoice.
2. Customer addresses — Add a billing address to each customer (Manage → Customers). It appears as the Bill To block on the invoice.
3. Tax codes — If you charge tax, set up your tax codes (each carries its own rate). You'll pick one per invoice.

Creating an Invoice

1. Go to Invoices and click New Invoice
2. Pick a customer — only that customer's hours and address are used
3. Add time entries — the picker lists the customer's un-invoiced hours. Filter by date range (presets or custom) and by billable status. Check the entries you want to bill.
   • You can invoice non-billable hours too — just switch the billable filter to "All" or "Non-billable".
4. Review the invoice lines — each entry you check becomes an editable line. You can override the description, quantity, and rate, and toggle whether the line is taxable. Overrides only affect the invoice; the original time entry is unchanged.
5. Add custom lines (optional) — click + Add custom line for anything not tracked as time, such as a flat fee, expense, or discount. Custom lines have an item, description, quantity, rate, and taxable flag. The item is required — pick the service/product the line represents so the invoice can be exported to QuickBooks. (Time-entry lines take their item from the entry's service automatically.)
6. Set the Issue Date and Due Date. The due date defaults to the issue date plus the customer's payment term (e.g. Net 30 → 30 days later) and recalculates if you change the issue date — you can still override it. Set an optional Tax Code (e.g. HST) and any Notes. If the customer has invoice notes set, they're pre-filled here automatically — you can edit or replace them.
7. Click Create Invoice

You can create an invoice from time entries only, custom lines only, or any mix of the two.

How totals are calculated

The subtotal is the sum of every line (quantity × rate). Tax comes from the selected tax code — its rate is applied only to lines marked taxable. There's no tax rate to type on the invoice; pick a tax code and the rate follows. Every line defaults to taxable, and you can untick any line.

Line Types

Type	Where it comes from	Editable
Time-entry line	A tracked time entry you selected	Description, quantity, rate, taxable (item comes from the entry's service)
Custom line	Added manually (fees, expenses)	Item (required), description, quantity, rate, taxable

Invoiced Entries Are Locked

When a time entry is added to an invoice, it's marked invoiced and locked:

• In the Time Entries list it shows a 🧾 badge, and the edit button links to its invoice instead of the editor.
• Opening the entry shows a banner with a link to the invoice; its fields can't be changed.
• Attempting to edit or delete it is blocked.

To change an invoiced entry, remove it from the invoice first (edit the invoice and delete that line, or void/delete the invoice). The entry is then released and editable again.

Invoice Statuses

Status	Meaning
Open	The invoice has been created and is awaiting payment
Paid	Payment has been received
Void	The invoice is cancelled and its hours are released back to the available pool

New invoices start as Open. From the invoice page you can Mark Paid / Mark Unpaid, or Void.

Editing an Invoice

Click Edit on an invoice to change anything:

• Add or remove time-entry lines (removing one releases that entry)
• Add, edit, or remove custom lines
• Adjust any line's description, quantity, rate, or taxable flag
• Change dates, tax code, notes, or mark the invoice Open/Paid (use the Void button on the invoice page to void it)

The customer can't be changed on an existing invoice — delete and recreate to bill a different customer.

Downloading the PDF

Open an invoice and click Download PDF. The PDF includes your billing information and tax ID (From), the customer's address (Bill To), every line with its date, description (the team member's name is appended in parentheses for time lines), quantity, rate, and amount, and the subtotal/tax/total.

Exporting to QuickBooks

If QuickBooks Online is connected, an Export to QuickBooks button appears on the Invoices page. It opens a page where you select invoices and push them to QuickBooks as QuickBooks invoices — already-exported invoices are shown but not pre-selected, and re-exporting overwrites the QuickBooks invoice. Every line must map to a QuickBooks item (this is why custom lines require an item). See QuickBooks Online → Exporting Invoices for the full walkthrough and requirements.

Voiding vs Deleting

• Void keeps the invoice as a historical record but releases its time entries so they can be invoiced again.
• Delete removes the invoice entirely and releases its time entries.

Both free up the linked hours for re-invoicing.