Invoices

Invoices are available in Finances > Invoices and on the related project's Invoices tab. Click an invoice number to open it. Visibility, adding, updating and deleting invoices use separate permissions.

Create a project invoice

1. Open the project's Invoices tab and click the plus button.
2. Check Date and Due Date.
3. Under Select Stages/Expenses, select the work and costs to bill.
4. Click Add Invoice, then open and review the created invoice.

A stage is eligible when it is Completed, has no invoice and is not marked Non-fee earning. An ordinary stage priced at zero is still eligible. Expenses are selected separately when they are uninvoiced and linked to completed stages. You can create an expense-only invoice, including expenses attached to a non-fee-earning stage. The invoice is not emailed merely by creating it.

You can also add a standalone invoice from the main invoice list, selecting a client and entering its initial description and amount.

Review and send

Where editing is available, click underlined dates, descriptions or amounts to change them. Use Add Item for an additional manual line. Check the subtotal, VAT and total after changes. These actions require the appropriate update access.

Use the email control to open Email Invoice, review its subject, message and any extra attachments, then send it. A valid client email is required, and trial accounts cannot send invoice emails. Sending records the sent date; it does not record payment.

Record a payment

In Invoice Payments, click Add Payment and enter the payment date, amount and notes. Record the money actually received and review the remaining balance. Part payments remain visible in the payment history.

For an archived project, invoice details are read-only, but payment recording remains available. Unarchive the project if its invoice details need changing. See Archived Projects.