> ## 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 troubleshooting
> Every invoicing error message in TimeTracker, what it means and how to fix it – from missing approved time to exchange rates, payments and permission problems.
Find your message below. If you cannot see it, jump to the symptom tables at the end.
## Nothing to invoice
| Message | Meaning | Fix |
| ------------------------------------------------------------------------------------------------------------------ | ---------------------------------- | --------------------------------------------------------------------------------------------------- |
| "Nothing to invoice yet" / "Time must be approved and locked before it can be invoiced. Check the approval queue." | No qualifying time for that client | Approve the timesheets first – see [/approvals/approve-a-timesheet](/approvals/approve-a-timesheet) |
| "Select a client to load approved time." | No client chosen | Pick a client |
| "No approved billable expenses." | Nothing to add | Approve the expenses and mark them billable |
| "No invoices yet – create your first invoice from approved time, expenses, or a manual line." | An empty workspace | Create your first invoice |
Time only appears in the picker when **all** of these are true: it is billable, its status is approved or locked, it is not already invoiced, it is not in the Trash, and its project belongs to the client you chose.
## Saving an invoice
| Message | Meaning | Fix |
| ------------------------------------------------------------------------------------------ | ----------------------------------------- | ------------------------------------------------ |
| "Select a client before saving." | No client chosen | Pick a client |
| "Add at least one line item before saving." | Nothing selected | Tick some time, an expense, or add a manual line |
| "An invoice needs at least one line. Add some time or an expense." | The server received an empty selection | Select something |
| "Add at least one line to this invoice." | A manual invoice with no lines | Click **Add line item** |
| "Time that is submitted can't be invoiced. Only approved or locked billable time can." | An entry is not approved | Approve it, then rebuild the selection |
| "That expense isn't an approved billable expense, so it can't go on an invoice." | The expense is unapproved or non-billable | Approve it and mark it billable |
| "Some selected time entries were already invoiced by someone else. Refresh and try again." | Another invoice claimed the same time | Reload and rebuild |
| "Couldn't save this invoice. Check the fields above and try again." | The save was refused | Check every field, then retry |
Saving is all or nothing. One ineligible entry fails the whole save, so you never end up with a half-built invoice missing lines you thought you had added.
## Invoice numbers
| Message | Meaning | Fix |
| --------------------------------------------------------------------------------- | --------------------------------------- | ----------------------- |
| "That invoice number is already used by another invoice. Choose a different one." | The typed number is taken | Pick a different number |
| "Invoice number '2026/ACME/001' is already in use. Pick a different one." | The clash was caught on save | Pick a different number |
| "That invoice number is too long. Use 64 characters or fewer." | Over the limit | Shorten it |
| "Choose an invoice number that isn't already in use." | The save is blocked by the inline error | Fix the field first |
See [/invoicing/invoice-numbering](/invoicing/invoice-numbering).
## Currency and exchange rates
| Message | Meaning | Fix |
| ----------------------------------------------------------------------------------------------------------- | ------------------------------------- | ---------------------------------------- |
| "Enter a valid exchange rate for EUR → USD before saving." | A rate field is empty or not positive | Enter a decimal such as `1.08` |
| "This invoice is in USD but some lines are in EUR, and no exchange rate is on file. Add one, then invoice." | A conversion is needed | Fill in the **Exchange rates** section |
| "Some lines are in a different currency from the invoice. Convert them, or invoice them separately." | A line reached the totals unconverted | Supply the rate, or split the invoice |
| "That isn't a currency code we recognise. Pick one from the list." | Unsupported code | Use a supported three-letter ISO code |
| The **Currency** field is greyed out | The invoice already has a line | Remove all lines, or start a new invoice |
See [/invoicing/taxes-and-currency](/invoicing/taxes-and-currency).
## Editing
| Message | Meaning | Fix |
| ----------------------------------------------------------------------------------------- | ----------------------------------------- | --------------------------------------------------------------------------------------------- |
| "Only a draft invoice can be edited. Void this one and raise a new invoice to change it." | The invoice has been issued | Issue a credit note, or void and rebuild |
| The **Edit** button is missing | Not a draft, or you lack `invoice.manage` | Check the status and your capability |
| The sender block still shows old details | It was snapshotted at creation | Void and rebuild – see [/invoicing/invoice-sender-details](/invoicing/invoice-sender-details) |
## Sending
| Message | Meaning | Fix |
| ------------------------------------------------------------------------------------------ | ----------------------------------------------------------------- | ------------------------------------------------------------ |
| "Couldn't send this invoice. Try again." | The send was refused | Reload and check the status is still Draft |
| "This invoice has already moved on since the page loaded. Refresh to see where it is now." | Someone else changed it | Reload the invoice |
| The **Send invoice** button is missing | Not a draft, or you lack `invoice.manage` | Check the status and your capability |
| The client says they never received it | No contact email on the client record, or the mail did not arrive | Check the client's first contact, then send the PDF yourself |
## Payments, credit notes and write-offs
| Message | Meaning | Fix |
| ----------------------------------------------------------------------------- | ---------------------------- | ----------------------------------------------------- |
| "Invoice #42 is still a draft. Send it before recording a payment." | The invoice was never issued | Send it |
| "Invoice #42 is paid, so it can no longer take a payment." | The invoice is final | Nothing to do |
| "'abc' won't work as an amount. Enter a number like 500 or 500.25." | The amount is not a number | Enter a plain decimal |
| "Enter an amount greater than zero." | Zero or negative | Enter a positive figure |
| "This invoice is in USD, so a payment in EUR can't be recorded against it." | Currency mismatch | Record it in the invoice currency |
| "That payment of 3000 is more than the 1332.80 still outstanding." | Overpayment | Record the outstanding amount, or issue a credit note |
| "Give a reason for this credit note, so the invoice history explains itself." | No reason given | Write a reason |
| "That credit note of 3000 is more than the 1332.80 still outstanding." | Exceeds the balance | Lower the amount |
| "Give a reason for writing this off, so the invoice history explains itself." | No reason given | Write a reason |
| "That write-off of 3000 is more than the 1332.80 still outstanding." | Exceeds the balance | Lower the amount |
| "This invoice is already settled, so there's nothing to write off." | The balance is zero | Nothing to do |
| "Couldn't record this payment. Try again." | The write was refused | Reload the invoice and retry |
## Reminders
| Message | Meaning | Fix |
| ---------------------------------------------------------------------------- | ------------------------- | ---------------------------- |
| "A reminder goes out only once an invoice has been sent. This one is draft." | The invoice is not issued | Send it first |
| "Couldn't queue this reminder. Try again." | The reminder was refused | Check the status, then retry |
A reminder is offered only for **sent**, **viewed**, **partially paid** and **overdue** invoices. The confirmation says *queued*, not delivered.
## PDF export
| Message | Meaning | Fix |
| ----------------------------------------------------- | ---------------------------- | ------------------ |
| "Couldn't build this invoice PDF. Try again." | The export failed | Retry, then reload |
| "We couldn't save the invoice PDF. Please try again." | The file could not be stored | Retry |
| An upgrade prompt appears | Your plan lacks `exports` | Upgrade to Pro |
| The button stays on **Preparing…** | The export is still running | Wait, then reload |
## Voiding
| Symptom | Cause | Fix |
| ---------------------------------------------------------- | ------------------------------------------ | --------------------------------------- |
| The **Void invoice** item is missing | Already void, or you lack `invoice.manage` | Check the status and your capability |
| The confirm button stays disabled | The typed number does not match | Copy the number exactly from the modal |
| "This invoice has already moved on since the page loaded." | Someone else voided or paid it | Reload the invoice |
| Released time is not in the picker | The client or project filter excludes it | Widen the filter and reload the builder |
## Access and plans
| Symptom | Cause | Fix |
| --------------------------------------------------- | ---------------------------------------------- | --------------------------------------------- |
| **Invoices** is missing from the sidebar | The app is off, or you lack `invoice.manage` | Check **Settings** → **Apps**, then your role |
| An upgrade prompt on the builder | Your plan lacks `invoicing` | Upgrade to Pro |
| An upgrade prompt on payments | Your plan lacks `payments` | Upgrade to Pro |
| The invoice page shows *"This invoice is gone"* | It was removed, or it is not in your workspace | Go back to the invoice list |
| You can open the list but not one client's invoices | Your supervision scope excludes that client | Ask an Owner or Admin |
## Numbers that look wrong
| Symptom | Likely cause | Where to look |
| ---------------------------------------------- | ------------------------------------------------------------ | ---------------------------------------------------------------------------- |
| A line's rate is `0.00` | The entry had no billable rate when it was recorded | [/rates/how-rates-are-chosen](/rates/how-rates-are-chosen) |
| The invoice total does not match today's rates | The invoice snapshotted its own totals | [/rates/rate-snapshots](/rates/rate-snapshots) |
| Tax is lower than expected | Tax applies after the discount | [/invoicing/taxes-and-currency](/invoicing/taxes-and-currency) |
| Two taxes do not stack | Taxes never compound | [/invoicing/taxes-and-currency](/invoicing/taxes-and-currency) |
| The balance did not reach zero | A payment, credit note or write-off is missing | The totals block on the invoice |
| The status did not change after a payment | The ledger still leaves a balance | [/invoicing/invoice-statuses](/invoicing/invoice-statuses) |
| An hour is missing from the invoice | It is non-billable, unapproved, already invoiced, or trashed | [/invoicing/invoice-from-tracked-time](/invoicing/invoice-from-tracked-time) |
## Still stuck
Most "already moved on" messages clear with a reload.
Half of all invoicing questions come down to the invoice not being in the status you thought. See [/invoicing/invoice-statuses](/invoicing/invoice-statuses).
Missing buttons almost always mean a missing capability. See [/invoicing/invoice-permissions](/invoicing/invoice-permissions).
A hidden page is an app switch. An upgrade prompt is a plan gate.
## Related guides
What each status allows.
Why a button is missing.
Why time is not in the picker.
Why a total looks wrong.
Why a rate looks wrong.
Back to the start.