Create and send an invoice

An invoice can be built from scratch, but most of the time it should be built from work you have already recorded.

Where to find it

Build it

1. Start a new invoice and choose the client under Bill to.
2. Pull in work with Bill unbilled time and Bill expenses. Select what belongs on this invoice and choose Add selected.
3. Add any other line items directly — each carries a Service, a Description, Hrs, a Rate, and an Amount.
4. Set Issue date, Due date, and Payment terms.
5. Add a PO / reference if the client needs one on the face of the invoice.
6. Pick a Template, and add a Terms note if this invoice needs different wording.

The invoice number is assigned for you, and can be overridden under Invoice #.

If the client has no billing address yet you'll be prompted to Add contact info rather than being allowed to send an invoice into the void.

Billing time and expenses

The two pull-in buttons are the point of the whole screen. Time entered against a client accumulates as unbilled WIP, and this is where it turns into money.

Where there's nothing to pull, you'll see No unbilled billable time for this client or the equivalent for expenses. That's usually a sign time was recorded as non-billable rather than that nobody worked.

Issuing and delivering

Two decisions, and they're separate.

Issue only (don't send yet) finalises the invoice without delivering it. Right when you want the numbers locked and a partner is going to send it themselves.

Deliver invoice issues and sends in one action.

Three delivery channels, and you can use more than one:

• Email
• Portal — it appears in the client's portal
• Physical mail — printed and posted for you

Tracking delivery

Delivered invoices report back. You'll see states including Delivered to inbox, Pay link clicked, Bounced, and Canceled.

Two honest caveats the screen states outright:

• Opens are best-effort. Open tracking is unreliable everywhere, and a missing open does not mean the invoice wasn't read.
• No read receipt is possible for physical mail. You'll get delivery tracking, not confirmation somebody opened the envelope.

A Bounced state is worth acting on immediately. It means the address is wrong, and no amount of waiting will fix it.

Statuses

An invoice is Draft, Issued / Sent, Paid, or Void.

Draft is fully editable. Once issued, the numbers are locked — corrections mean a credit or a void, not a quiet edit, which is what makes the record trustworthy.

Online payment

Turning on Online payment puts a pay link on the invoice so the client can pay by card or ACH without calling you. It's the single biggest lever on how fast you get paid.

Notes and limits

• Voiding an invoice keeps the record. Numbers are not reused.
• An invoice belongs to one client. Billing several entities means several invoices, or a batch run.
• Issuing from a specific office is supported where your firm has more than one, under Issued from office.
• Delivery failures don't change the invoice status. A bounced invoice is still issued.