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Invoicing problems almost always come down to one of three things: the time is not approved yet, the invoice is in the wrong status, or two currencies do not match.

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Quick diagnosis

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There is no time to invoice

Only approved or locked, billable time can go on an invoice. Everything else is filtered out, and that filter is the answer nine times out of ten.
1

Check the time is approved

Draft and submitted time cannot be invoiced. The refusal says so: “Time that is submitted can’t be invoiced. Only approved or locked billable time can.”
2

Check the entries are marked billable

Non-billable hours are tracked and count toward a timesheet, but they never reach an invoice. See billable vs non-billable.
3

Check it is not already invoiced

Time that is on another invoice will not appear again. Voiding that invoice releases its time to be re-billed.
4

Check your date range and project

The invoice builder only offers what falls inside the range and the project you picked.
On the Free plan nothing can be approved, so nothing can be invoiced. Time keeps accumulating safely. Upgrading clears the whole backlog at once. See plans and features.
Expenses follow the same rule: only an approved billable expense can be invoiced. The refusal reads “That expense isn’t an approved billable expense, so it can’t go on an invoice.”

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I cannot edit this invoice

Only a draft invoice can be edited. Void this one and raise a new invoice to change it.
That is by design. Once an invoice is sent it is a document your client has. Changing it after the fact would make your records and theirs disagree. See edit a draft invoice and void an invoice.

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A payment will not record

Invoice #1042 is still a draft. Send it before recording a payment.
Send it first. A draft is not a claim on anyone.
Invoice #1042 is void, so it can no longer take a payment.
paid and void are terminal. Nothing moves out of them.
That payment of 1,200ismorethanthe1,200 is more than the 800 still outstanding. Record the outstanding amount, or raise a credit note.
Record what is actually owed. Use a credit note for an over-payment.
This invoice is in USD, so a payment in EUR can’t be recorded against it.
A payment has to be in the invoice’s currency.
That amount won’t work. Enter a number like 500 or 500.25.
Recording a payment needs payment.record. Owner, Admin, Project Manager and Finance hold it.

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Currency mismatches

Money is never quietly converted. If two currencies meet without a rate on file, the write is refused rather than guessed at. See currencies and exchange rates.

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An invoice number is rejected

See invoice numbering.

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An invoice needs at least one line

An invoice needs at least one line. Add some time or an expense.
An empty invoice cannot be sent. Add approved billable time, an approved billable expense, or a manual line.

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I need to change a sent invoice

1

Void the original

Voiding cancels it. Its time is released back to locked so it can be re-billed. See void an invoice.
2

Raise a replacement

Build a new invoice with the corrected lines.
3

Tell your client

Send the new one and say the earlier number is void, so their records match yours.
A paid invoice cannot be voided – it is terminal. To reverse money that has already been received, raise a credit note.

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The invoice PDF is wrong

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A reminder will not send

A reminder goes out only once an invoice has been sent. This one is draft.
Send it first.

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The Invoices area is missing

Two possibilities:
  • The Invoices app is switched off, or Projects & tasks is – an invoice bills a client’s project, so it needs one.
  • Invoicing is a Pro feature. On Free the area stays in the sidebar behind an upgrade screen.
See I cannot see a feature.

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Common questions

No. Only approved or locked billable time. That rule is what makes an invoice trustworthy.
It goes back to locked and becomes available to invoice again. Nothing is lost.
No. Void is terminal. Raise a new one.
Reload. If it persists, check the payments recorded against it – a partial payment leaves a balance that can still go overdue.
Anyone holding invoice.manage – Owner, Admin, Project Manager and Finance. Your client sees their own through the portal.

Invoice statuses

Which moves are legal.

Invoice from tracked time

Turning approved hours into a bill.

Record a payment

Payments, credit notes and write-offs.

Invoicing troubleshooting

More invoice-specific fixes.

Currencies and exchange rates

Working in more than one currency.

Statuses reference

Every status set in one place.