Invoicing overview - TimeTracker

Invoicing turns approved billable work into a document you send, and payments you record against it. It is the last link in the chain: Client → Project → Task → Time entry → Approval → Invoice → Payment.

What you can invoice

Source	Requirement
Tracked time	Billable, and approved or locked
Expenses	Approved and marked billable
Anything else	A manual line you type yourself

One invoice can mix all three.

The Invoices page

Click Invoices in the sidebar. The list has one row per invoice.

Column	Shows
Invoice	The invoice number, custom or automatic
Client	The client company
Total	The invoice total in its own currency
Status	A coloured status chip
Due date	When payment is due

The list supports search (Search invoices…), column sorting, column visibility and pagination. Click any row to open the invoice. The Create invoice button is at the top right. If you have no invoices yet you see “No invoices yet – create your first invoice from approved time, expenses, or a manual line.”

The lifecycle

An invoice moves through seven statuses: draft → sent → viewed → partially_paid → paid, plus overdue and void.

Draft is the only editable state.
Paid and Void are final.

The full transition table is on /invoicing/invoice-statuses.

The typical flow

Approve the time

Only approved or locked billable time can be invoiced. See /approvals/approve-a-timesheet.

Create the invoice

Pick the client, select the time and expenses, add any manual lines, set discount, tax, terms and due date. See /invoicing/create-an-invoice.

Check the draft

A draft can be edited freely. See /invoicing/edit-a-draft-invoice.

Send it

The invoice moves to Sent and the client’s billing contact receives it with a PDF attached. See /invoicing/send-an-invoice.

Record the payment

Partial or full. The status updates itself from the ledger. See /invoicing/record-a-payment.

Invoice types

The builder offers six types. Only the first pulls tracked time.

Type	Builds from
From tracked time	Approved billable time and approved billable expenses
Fixed fee	Manual lines
Milestone	Manual lines
Retainer	Manual lines
Recurring	A saved template you generate the next cycle from
Manual	Manual lines

What an invoice document contains

Block	Contents
Header	Invoice number, issue date, due date, status chip
From	Your snapshotted “bill from” block – see /invoicing/invoice-sender-details
Bill to	The client name and billing contact email
Lines	Description, Qty, Rate, Amount
Totals	Subtotal, Discount, Tax, Total, Paid, Credit notes, Written off, Balance due
Watermark	A large VOID watermark on a voided invoice

Money rules that never change

Totals are calculated on the server. A total sent from a browser is never accepted.
An invoice is always in one currency.
Money is rounded once, at the end, to the currency’s own decimal places.
Multiple tax lines all apply to the same post-discount base. Tax never compounds.
Invoice numbers are gapless and never reused, even after a void.

Permissions

Action	Capability	Default roles
Create, edit, send, void an invoice	`invoice.manage`	Owner, Admin, Project Manager, Finance
Record payments, credit notes, write-offs, reminders	`payment.record`	Owner, Admin, Project Manager, Finance

Members, Contractors and Clients hold neither. See /invoicing/invoice-permissions.

Apps and plans

Invoices is an app in the Money group. It requires the Projects & tasks app and can be switched off per workspace at Settings → Apps. See /concepts/apps-and-modules. Invoicing and payments are Pro features:

Feature	Plan	Covers
`invoicing`	Pro	Creating, editing and sending invoices
`payments`	Pro	Recording payments, credit notes and write-offs
`exports`	Pro	Downloading the invoice PDF

On Free the existing invoice list and every invoice document stay readable. It is the write and export surfaces that are locked, so your records are never hidden from you. See /concepts/plans-and-features.

Common questions

Can I invoice time that has not been approved?

No. Only approved or locked billable time can be invoiced. That is what makes an invoice trustworthy.

Can the same hour be invoiced twice?

No. An invoiced entry is marked as such and cannot be selected again. Voiding the invoice releases it.

Does TimeTracker take payments?

No. You record payments you received elsewhere – bank transfer, card, cash. There is no payment gateway.

Can my client see the invoice?

Yes, if the Client portal app is on and the contact has portal access. They see the invoice and its lines, never internal cost. See /portal/overview.

Can I invoice several projects on one invoice?

Yes. Pick the client and leave the Project filter on All projects.

Where do invoice numbers come from?

A gapless per-workspace sequence, or a custom number you type. See /invoicing/invoice-numbering.

Troubleshooting

Start at /invoicing/troubleshooting for the full list.

Symptom	Likely cause
Invoices is missing from the sidebar	The Invoices app is off, or you lack `invoice.manage`
”Nothing to invoice yet”	The time is not approved or locked yet
An upgrade prompt on save	Your plan lacks `invoicing`
A payment is refused	The invoice is still a draft, or already paid or void

Create an invoice

The builder, field by field.

Invoice from tracked time

Turning approved hours into lines.

Invoice statuses

The seven statuses and every legal move.

Record a payment

Payments, credit notes and write-offs.

Invoice permissions

Who can do what.

Billable vs non-billable

Which hours can reach an invoice.

​What you can invoice

​The Invoices page

​The lifecycle

​The typical flow

​Invoice types

​What an invoice document contains

​Money rules that never change

​Permissions

​Apps and plans

​Common questions

​Troubleshooting

​Related guides