Creating and Editing Invoices

Click Create Invoice from the billing list, or click Edit on a draft invoice, to open the invoice editor.

Invoice Header

The top of the editor shows your company name and the word Invoice on the left. If an Invoice Logo is uploaded in your organization’s billing settings, it appears beside the company name. On the right:

• Invoice number — if the invoice prefix is unlocked in your organization’s billing settings, an editable prefix field appears next to the auto-assigned number (max 8 characters). If the prefix is locked, the prefix and number display together as read-only text.

• Date Due — a date picker for the payment due date. New invoices default to seven days from today.

Company and Billing Details

Below the header, two columns display your organization’s billing information. The left column shows the company address (address line, city, state, postcode, country, phone numbers). The right column shows Bank/Billing Details — the bank details and billing content configured in your organization’s billing settings, displayed as pre-formatted text.

To update any of this information, go to Organization Settings > Billing Settings.

Selecting a Client

The client selector appears below the company details. For a new invoice, choose a client from the dropdown, which lists all active clients in your organization. Selecting a client populates the Bill To section in the header with the client’s company name, address, contact name, and email.

When editing an existing draft, the client is displayed as read-only text and cannot be changed.

Time Entries

After selecting a client, click Add Project to add a project’s time entries to the invoice. Each project selector contains:

• A project dropdown listing the selected client’s active projects.

• A date range picker with Last Month and Current Month shortcuts.

• A Load button that fetches billable time entries for the chosen project and date range. The button is available once a project and both dates are chosen. If nothing matches, the message No records found for the selected project and date range appears.

Loaded entries appear in a table with four columns: Category, Rate (to two decimal places), Time (in H:MM format), and Total (hours multiplied by rate). A footer row shows the combined time and amount for the project.

If any backlog hours fall within the date range, a Backlog hours line below the footer shows their time and amount, marked INCLUDED or EXCLUDED according to the Include backlog hours in billing option in your organization’s billing settings.

Below each project’s entries is a note field. Any text you enter here is visible on the printed invoice.

If there are unbilled entries from a previous period, a collapsible Unbilled time remains from previous period section appears showing those entries and their date range. Click the arrow to expand or collapse it.

You can add multiple projects to a single invoice by clicking Add Project again. Remove a project selector by clicking the X button in its top-right corner.

Existing Draft Entries

When editing a previously saved draft, time entries that were already added appear in bordered boxes above the Add Project button. Each box shows the project name with a "(DRAFT)" label, the date range, and the same Category/Rate/Time/Total table. If entries are linked to Project Manager tasks, the epic and task references appear under the category name. Click the X button on any box to remove that project’s entries from the invoice.

Additional Items

Below the time entries section, click Add Item to add a custom line item to the invoice. Each item has four fields:

• Item Name

• Description (multiline)

• Price

• Quantity

The item total (price multiplied by quantity) is displayed at the bottom of each item. Click the X button to remove an item.

Adjustments and Totals

The adjustments section appears below the line items. On the left:

• Discount (%) — a percentage discount applied to the subtotal. This field only appears if the discount field is enabled in your organization’s billing settings.

• Tax (%) — the tax rate applied after discount. The label reflects the tax label configured in org settings (e.g. Tax, VAT, GST). This field only appears if the tax field is enabled in your organization’s billing settings. If the tax rate is locked, the field is not shown and the default tax rate applies. If the client is tax exempt, the field is disabled.

• Currency — choose US Dollar ($), British Pound (£), or Euro (€). This selector only appears if the currency is unlocked in org settings.

On the right, the running totals update as you make changes:

• Subtotal — the sum of all time entry and additional item totals.

• Discount — the discount percentage and amount, shown with a minus sign. This line only appears if the discount field is enabled.

• Tax — the tax percentage and amount, calculated on the subtotal after discount. Shows Tax Exempt if the client is exempt. This line only appears if the tax field is enabled.

• Total — the final amount: subtotal minus discount plus tax.

All amounts display the currency symbol on the left or right depending on your organization’s currency position setting.

Notes

Two note fields appear at the bottom of the editor:

• Billing Note — visible on the printed invoice.

• Admin Note — internal only. This note is not shown on the invoice or to the client.

Actions

The action bar at the bottom of the editor provides the following buttons:

• Save Draft — saves the invoice as a draft. You can return to edit it later.

• Print Draft — only available for draft invoices. Prompts you to save the draft first, then opens the print dialog.

• Generate Invoice — finalizes the invoice and redirects you to the invoice preview page. Once generated, the invoice can no longer be edited directly.

• Delete Draft — only available for previously saved drafts. Opens a confirmation dialog before deleting.