> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoicing overview

> How invoicing works in TimeTracker: turn approved billable time into an invoice, send it, record payments, and track what each client still owes you.

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](/invoicing/invoice-statuses).

## The typical flow

<Steps>
  <Step title="Approve the time">
    Only approved or locked billable time can be invoiced. See [/approvals/approve-a-timesheet](/approvals/approve-a-timesheet).
  </Step>

  <Step title="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](/invoicing/create-an-invoice).
  </Step>

  <Step title="Check the draft">
    A draft can be edited freely. See [/invoicing/edit-a-draft-invoice](/invoicing/edit-a-draft-invoice).
  </Step>

  <Step title="Send it">
    The invoice moves to **Sent** and the client's billing contact receives it with a PDF attached. See [/invoicing/send-an-invoice](/invoicing/send-an-invoice).
  </Step>

  <Step title="Record the payment">
    Partial or full. The status updates itself from the ledger. See [/invoicing/record-a-payment](/invoicing/record-a-payment).
  </Step>
</Steps>

## 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](/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](/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](/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](/concepts/plans-and-features).

## Common questions

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Does TimeTracker take payments?">
    No. You record payments you received elsewhere – bank transfer, card, cash. There is no payment gateway.
  </Accordion>

  <Accordion title="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](/portal/overview).
  </Accordion>

  <Accordion title="Can I invoice several projects on one invoice?">
    Yes. Pick the client and leave the **Project** filter on **All projects**.
  </Accordion>

  <Accordion title="Where do invoice numbers come from?">
    A gapless per-workspace sequence, or a custom number you type. See [/invoicing/invoice-numbering](/invoicing/invoice-numbering).
  </Accordion>
</AccordionGroup>

## Troubleshooting

Start at [/invoicing/troubleshooting](/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 |

## Related guides

<CardGroup cols={2}>
  <Card title="Create an invoice" icon="file-plus" href="/invoicing/create-an-invoice">
    The builder, field by field.
  </Card>

  <Card title="Invoice from tracked time" icon="clock" href="/invoicing/invoice-from-tracked-time">
    Turning approved hours into lines.
  </Card>

  <Card title="Invoice statuses" icon="signal" href="/invoicing/invoice-statuses">
    The seven statuses and every legal move.
  </Card>

  <Card title="Record a payment" icon="hand-holding-dollar" href="/invoicing/record-a-payment">
    Payments, credit notes and write-offs.
  </Card>

  <Card title="Invoice permissions" icon="file-shield" href="/invoicing/invoice-permissions">
    Who can do what.
  </Card>

  <Card title="Billable vs non-billable" icon="scale-balanced" href="/concepts/billable-vs-non-billable">
    Which hours can reach an invoice.
  </Card>
</CardGroup>