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Click Create invoice on the Invoices page. Every invoice starts as a draft, so nothing is committed until you send it.

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Before you start

  • You need the Manage invoices capability (invoice.manage).
  • The Invoices app must be on – see /concepts/apps-and-modules.
  • Invoicing is a Pro feature. On Free you can read existing invoices but not build a new one.

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The builder

The page is headed Billing / New invoice. On a wide screen a live Preview panel sits on the right and updates as you type.

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Client, project and type

Choosing Recurring shows a note that the invoice is generated from a saved template using Generate next on the template’s card.

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Invoice number

One optional field, Invoice number. The placeholder shows the next automatic number, for example Auto: INV-000042.
  • Leave it blank to use the automatic number.
  • Type your own to override it. It must be unique in the workspace and 64 characters or fewer.
The helper text reads “Leave blank to use the next automatic number. A custom number must be unique within this workspace.” If the number is taken you see an inline error before you can save. See /invoicing/invoice-numbering.

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Approved time available to invoice

This section appears for the From tracked time type. Entries are grouped by project, task, person and date. Each group shows a label such as Website Redesign – Sarah Lin · 10 Mar 2026 and the billable total on the right. States you may see:
  • Select a client to load approved time. – no client chosen yet
  • Loading… – the list is still arriving
  • Nothing to invoice yet / “Time must be approved and locked before it can be invoiced. Check the approval queue.”
See /invoicing/invoice-from-tracked-time.

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Billable expenses

Appears once a client is chosen. Each approved billable expense is a checkbox showing its category and billable value. If there are none you see “No approved billable expenses.” An expense line is billed at its amount plus its markup.

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Line items

Manual lines for anything not tracked. Click Add line item to add a row. Each row has a remove button. The line amount is Qty × Rate.

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Discount and tax

A percent discount is taken against the pre-discount subtotal. Every tax line is applied to the same post-discount base – taxes never compound. See /invoicing/taxes-and-currency. A live money breakdown sits under these controls on narrow screens, and in the preview panel on wide ones.

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Payment terms, due date and currency

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Exchange rates

This section only appears when a selected line is priced in a different currency from the invoice. You get one field per source currency, labelled for example EUR → USD rate. Every field must hold a positive number before you can save. See /rates/currencies-and-exchange-rates.

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How to create an invoice

1

Open Invoices → Create invoice

The New invoice builder opens.
2

Pick the client

Approved time and billable expenses for that client load underneath.
3

Narrow to a project (optional)

Leave it on All projects to bill everything.
4

Choose the invoice type

From tracked time for hours, or one of the manual types for a fixed price.
5

Select what to bill

Tick the time groups, tick any expenses, and add manual lines.
6

Write the line descriptions

The group description is what the client reads. Make it about the work, not the person.
7

Add discount and tax

Optional. The breakdown updates as you type.
8

Set terms and due date

Pick a term to fill the due date, then adjust if you need to.
9

Fill in exchange rates

Only if the Exchange rates section appeared.
10

Save draft or Send invoice

Save draft stores it and leaves it editable. Send invoice saves it and sends it in one step.
You land on the invoice document either way. Save draft shows “Draft saved.”; Send invoice shows “Invoice sent.”

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Example

Daniel Okafor bills Bluebird Coffee for March on the Website Redesign project.
  • Client: Bluebird Coffee
  • Project: Website Redesign
  • Invoice type: From tracked time
  • Selected time: Sarah Lin 12 h at 100=100 = 1,200, Jonas Bergman 8 h at 120=120 = 960
  • Discount: Percent, 10
  • Tax: VAT, 20
  • Terms: Net 30
The breakdown: He clicks Save draft, reads it through, then sends it.

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What happens when you save

  1. The lines are built and the totals are calculated on the server.
  2. An invoice number is allocated. The internal sequence advances even when you supply a custom number.
  3. Your bill from block is snapshotted onto the invoice.
  4. Every selected time entry moves to invoiced and every selected expense moves to invoiced.
  5. The invoice is created as a draft.
Saving is all or nothing. If any selected entry has already been invoiced by someone else, the whole save fails and nothing changes – you never get a half-built invoice.

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Options and settings

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Permissions

See /invoicing/invoice-permissions.

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What happens next

  1. The draft appears in the Invoices list with the Draft status.
  2. Its time and expenses are marked invoiced and cannot be picked again.
  3. You can edit it – see /invoicing/edit-a-draft-invoice.
  4. Sending it emails the client with a PDF attached – see /invoicing/send-an-invoice.

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Common questions

Yes. Pick Fixed fee, Milestone, Retainer or Manual and add line items yourself.
Yes. Choose From tracked time and add manual line items alongside the selected entries.
Because the invoice already has a line. Remove every line to unlock it, or start a new invoice.
Yes. Add as many named rates as you need. They all apply to the same post-discount base and never stack on each other.
No. If you leave it blank the entry’s own description is used, or Billable time.
No. One invoice belongs to one client.

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Troubleshooting

Invoice from tracked time

The time picker in detail.

Edit a draft invoice

Changing it before you send.

Taxes and currency

Discount, tax and FX arithmetic.

Invoice numbering

Automatic and custom numbers.

Send an invoice

The next step.

Invoice sender details

The “bill from” block.