> ## 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.

# Invoice problems

> Fix common TimeTracker invoicing issues – no billable time to invoice, a draft that will not send, payments that will not record, and currency mismatches.

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.

## Quick diagnosis

| What you see                              | Go to                                                   |
| ----------------------------------------- | ------------------------------------------------------- |
| No time appears when you build an invoice | [Nothing to invoice](#there-is-no-time-to-invoice)      |
| You cannot edit an invoice                | [Only drafts are editable](#i-cannot-edit-this-invoice) |
| A payment will not record                 | [Payment refused](#a-payment-will-not-record)           |
| A currency error                          | [Currency mismatches](#currency-mismatches)             |
| An invoice number is rejected             | [Numbering](#an-invoice-number-is-rejected)             |
| You need to change a sent invoice         | [Void and reissue](#i-need-to-change-a-sent-invoice)    |

## 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.

<Steps>
  <Step title="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."
  </Step>

  <Step title="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](/concepts/billable-vs-non-billable).
  </Step>

  <Step title="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.
  </Step>

  <Step title="Check your date range and project">
    The invoice builder only offers what falls inside the range and the project you
    picked.
  </Step>
</Steps>

<Note>
  **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](/concepts/plans-and-features).
</Note>

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."

## 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.

| Status        | Editable? |
| ------------- | --------- |
| `draft`       | Yes       |
| Anything else | No        |

See [edit a draft invoice](/invoicing/edit-a-draft-invoice) and
[void an invoice](/invoicing/void-an-invoice).

## A payment will not record

<AccordionGroup>
  <Accordion title="The invoice is still a draft">
    > Invoice #1042 is still a draft. Send it before recording a payment.

    Send it first. A draft is not a claim on anyone.
  </Accordion>

  <Accordion title="The invoice is paid or void">
    > Invoice #1042 is void, so it can no longer take a payment.

    `paid` and `void` are terminal. Nothing moves out of them.
  </Accordion>

  <Accordion title="The amount is more than the balance">
    > That payment of $1,200 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.
  </Accordion>

  <Accordion title="The currency does not match">
    > 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.
  </Accordion>

  <Accordion title="The amount is not a number we can read">
    > That amount won't work. Enter a number like 500 or 500.25.
  </Accordion>

  <Accordion title="You lack the permission">
    Recording a payment needs `payment.record`. Owner, Admin, Project Manager and
    Finance hold it.
  </Accordion>
</AccordionGroup>

## Currency mismatches

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

| Message                                                                                                     | What to do                                            |
| ----------------------------------------------------------------------------------------------------------- | ----------------------------------------------------- |
| "Some lines are in a different currency from the invoice. Convert them, or invoice them separately."        | Split the invoice by currency, or convert the lines.  |
| "This invoice is in EUR but some lines are in USD, and no exchange rate is on file. Add one, then invoice." | Add the exchange rate for that date.                  |
| "We have no exchange rate from USD to EUR for 12 March. Add one, then try again."                           | Same – add the rate for the date named.               |
| "That change is in a different currency from the project's totals, so it can't be added to them."           | The project's totals are in one currency. Align them. |

See [currencies and exchange rates](/rates/currencies-and-exchange-rates).

## An invoice number is rejected

| Message                                                            | Fix                               |
| ------------------------------------------------------------------ | --------------------------------- |
| "Invoice number 2026-014 is already in use. Pick a different one." | Numbers are unique. Pick another. |
| "That invoice number is too long. Use 64 characters or fewer."     | Shorten it.                       |

See [invoice numbering](/invoicing/invoice-numbering).

## 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.

## I need to change a sent invoice

<Steps>
  <Step title="Void the original">
    Voiding cancels it. Its time is released back to `locked` so it can be re-billed.
    See [void an invoice](/invoicing/void-an-invoice).
  </Step>

  <Step title="Raise a replacement">
    Build a new invoice with the corrected lines.
  </Step>

  <Step title="Tell your client">
    Send the new one and say the earlier number is void, so their records match yours.
  </Step>
</Steps>

<Warning>
  A `paid` invoice cannot be voided – it is terminal. To reverse money that has already
  been received, raise a credit note.
</Warning>

## The invoice PDF is wrong

| Problem                               | Fix                                                                                                                                               |
| ------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------- |
| The wrong business details at the top | Each invoice snapshots your sender block when it is created. Fix it in [invoice sender details](/invoicing/invoice-sender-details), then reissue. |
| The PDF will not save                 | "We couldn't save the invoice PDF. Please try again." Retry. If it persists, contact support.                                                     |
| Tax lines look wrong                  | See [taxes and currency](/invoicing/taxes-and-currency).                                                                                          |

## A reminder will not send

> A reminder goes out only once an invoice has been sent. This one is *draft*.

Send it first.

## 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](/troubleshooting/i-cannot-see-a-feature).

## Common questions

<AccordionGroup>
  <Accordion title="Can I invoice unapproved time?">
    No. Only approved or locked billable time. That rule is what makes an invoice
    trustworthy.
  </Accordion>

  <Accordion title="What happens to the time on a voided invoice?">
    It goes back to locked and becomes available to invoice again. Nothing is lost.
  </Accordion>

  <Accordion title="Can I un-void an invoice?">
    No. Void is terminal. Raise a new one.
  </Accordion>

  <Accordion title="Why is an invoice marked overdue when it is paid?">
    Reload. If it persists, check the payments recorded against it – a partial payment
    leaves a balance that can still go overdue.
  </Accordion>

  <Accordion title="Who can see invoices?">
    Anyone holding `invoice.manage` – Owner, Admin, Project Manager and Finance. Your
    client sees their own through the [portal](/portal/portal-invoices).
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Invoice statuses" icon="file-invoice" href="/invoicing/invoice-statuses">
    Which moves are legal.
  </Card>

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

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

  <Card title="Invoicing troubleshooting" icon="wrench" href="/invoicing/troubleshooting">
    More invoice-specific fixes.
  </Card>

  <Card title="Currencies and exchange rates" icon="coins" href="/rates/currencies-and-exchange-rates">
    Working in more than one currency.
  </Card>

  <Card title="Statuses reference" icon="circle-half-stroke" href="/reference/statuses">
    Every status set in one place.
  </Card>
</CardGroup>