Invoice screen
Where you turn tracked hours into a numbered PDF invoice and record payments.
On this page
- Bill from
- Bill to
- Choose people
- Clear selection
- New invoice
- Invoice dates
- Delete invoice
- Draft invoice
- Edit flag
- Invoice filters
- Flag
- Cancel
- Flag reason
- Save flag
- Issued invoices
- Issue
- Invoice lines
- Mark paid
- Needs attention badge
- No billable time
- No clients yet
- Notes
- Outstanding
- Cancel
- Clear payment
- Edit payment
- Payment note
- Payment note
- Paid on
- Save payment
- People to address
- Preview
- Addressed to
- Open PDF again
- Remove person
- Resolve flag
- Invoice
- Search invoices
- Select invoice
- Set up your business
- Do not bill
- Show unbilled entries
- Unbilled work warning
- Invoice week
- Work detail
- Cancel
- Confirm invoice
- Payment date
- Record payment
- Payment note
- If not covered
- Reason
- Save payment
- Record payment
Bill from
Moves the start date back to the oldest unbilled work so the next invoice covers it. It bills nothing on its own.
Example. Maya was warned about unbilled October hours, so she presses Bill from 2026-10-05 and the November invoice covers them too.
Bill to
The client being billed. The invoice covers every project linked to this client in the dates chosen, each at its own rate.
Example. Maya chooses Brightleaf Bakery, and both "Brightleaf Website" and "Routine updates" are picked up for the dates she sets.
Choose people
Pick which of the client's people the invoice is addressed to. With nobody picked, it is addressed to the company.
Example. Maya addresses Brightleaf Bakery's invoice to Priya, who pays the bills, rather than to Sam, who approves the designs.
Clear selection
Unticks every selected invoice.
Example. Maya ticked the wrong client's invoices, so she clears the selection and starts again.
New invoice
Choose the client and the dates to bill, add notes and recipients, then Preview a draft or Issue the invoice.
Example. At the end of the month Maya picks Brightleaf Bakery, sets October, adds Priya, and previews before she issues.
Invoice dates
The first and last day of work to bill. Entries that overlap this range are billed, except ones already invoiced, marked do not bill, still running, or dated in the future.
Example. Maya bills Brightleaf Bakery monthly, so she sets 1 to 31 October.
Delete invoice
Deletes this invoice after you confirm. Its number is not reused.
Example. Maya issued Brightleaf Bakery's invoice with the wrong dates, so she deletes it. Its hours go back to unbilled and the next invoice picks them up under a new number.
Draft invoice
The draft from your last Preview. Change the client or the dates and preview again to refresh it. The number is assigned only when you press Issue.
Example. Maya reads the draft line by line, checking the hours and Brightleaf Bakery's address, before she presses Issue.
Edit flag
Changes the reason this invoice is flagged.
Example. Brightleaf Bakery has paid 950 of the 1,000 now, so Maya updates the flag's reason.
Invoice filters
Narrow the list of issued invoices. The number beside each filter is how many invoices it shows.
Example. Maya filters to unpaid invoices at the start of the month to see who to chase.
Flag
Flags this invoice as needing attention, with a reason, for example paid short or wrong account. It is separate from paid.
Example. Brightleaf Bakery paid 900 of a 1,000 invoice, so Maya flags it to follow up.
Cancel
Closes this form without changing the flag.
Example. Maya started to flag the wrong invoice, so she cancels.
Flag reason
What needs attention, for example paid 900 of 1,000. The reason is what makes the flag useful, so it is required.
Example. Maya writes "Paid into old account, ask Priya to update" so she remembers what to do next.
Save flag
Saves the flag with your reason.
Example. Maya saves the flag and the invoice now shows the needs-attention badge.
Issued invoices
Every invoice you have issued, with what is still owed, filters, and tracking of which have been paid.
Example. Maya checks the list each month to see which Brightleaf Bakery invoices are paid and which are still open.
Issue
Issues the invoice: it takes the next number, marks the entries in it as billed, and freezes what it says.
Example. The October draft looks right, so Maya presses Issue. It becomes invoice 2026-007 and those hours can't be billed again.
Invoice lines
One line per project: hours worked, the project's rate, and the amount. The total is the sum of the lines.
Example. Brightleaf Bakery's invoice has two lines, "Brightleaf Website" and "Routine updates", each with its own rate.
Mark paid
Records that this invoice was paid, with the date and an optional note. To settle several invoices with one deposit, tick them and use Record payment.
Example. Brightleaf Bakery's transfer arrives on 14 November, so Maya marks invoice 2026-007 paid with that date.
Needs attention badge
You flagged this invoice as needing attention. Point at the badge to read the reason; it stays until you resolve it, even after the invoice is paid.
Example. Weeks later, Maya points at the badge and is reminded that 100 is still owed on the invoice.
No billable time
No billable time for this client in these dates. Check that its projects are linked to the client on the Clients & Projects tab.
Example. Maya's new project for Brightleaf Bakery wasn't linked to the client yet. She links it on Clients & Projects and previews again.
No clients yet
There are no clients yet. Add one on the Clients & Projects tab before you invoice.
Example. Before her first invoice, Maya adds Brightleaf Bakery on the Clients & Projects tab.
Notes
Optional text printed on the invoice, such as payment terms or a thank-you.
Example. Maya adds "Payment within 14 days. Thank you!" to every Brightleaf Bakery invoice.
Outstanding
What is still owed on unpaid invoices, one figure per currency. The brackets give how many invoices make up that figure and, when some are flagged, how much of it needs attention.
Example. At the start of each month Maya checks the outstanding figure before she chases anyone.
Cancel
Closes this form without changing the payment.
Example. Maya opened the payment form on the wrong invoice, so she cancels.
Clear payment
Marks this invoice unpaid again.
Example. Maya marked an invoice paid, then the bank returned the transfer, so she marks it unpaid again.
Edit payment
Change the date or note of this payment.
Example. Maya entered the 14th, but the money actually arrived on the 15th, so she corrects the date.
Payment note
This payment has a note. Point at it to read it, or press Edit to change it.
Example. Maya points at the note to see which account Brightleaf Bakery's payment went into.
Payment note
Optional detail about the payment, such as a cheque number, a partial payment, or which account it landed in.
Example. Maya notes "Cheque 004512" so she can match it to her bank statement later.
Paid on
The date the money arrived.
Example. Maya enters the date the transfer reached her account, not the date Brightleaf Bakery said they sent it.
Save payment
Saves the payment date and note. It needs a date; to mark the invoice unpaid use Clear.
Example. Maya saves the date and the note, and the invoice shows as paid.
People to address
Tick the people to address the invoice to. Type in the box to filter by name or email, then press Done.
Example. Brightleaf Bakery has several people listed, so Maya types "Priya" to find her, ticks her and presses Done.
Preview
Shows a DRAFT of the invoice below, on this page. No PDF is made, nothing is issued and no number is used.
Example. Maya previews October's invoice to check the hours before anything is numbered, and previews again after changing the dates.
Addressed to
Who the invoice will be addressed to. The names are frozen into the invoice when it is issued.
Example. Maya checks that Priya is listed before she issues, because the names can't change afterwards.
Open PDF again
Opens this issued invoice's PDF again, exactly as it was issued.
Example. Priya lost invoice 2026-007, so Maya opens its PDF again and sends her another copy.
Remove person
Removes this person from the people the invoice is addressed to.
Example. Sam doesn't need the invoice, so Maya removes him and leaves Priya.
Resolve flag
Removes the needs-attention flag once you have dealt with it.
Example. Brightleaf Bakery pays the missing 100, so Maya resolves the flag.
Invoice
An issued invoice: its number, issue date, client, total and whether it has been paid. Its own buttons are at the right.
Example. Maya finds invoice 2026-007 for Brightleaf Bakery in the list and sees at a glance that it's paid.
Search invoices
Finds issued invoices by number or client name.
Example. Maya types "Bright" to see only Brightleaf Bakery's invoices.
Select invoice
Tick the invoices one deposit paid for, then use Record payment. One payment covers one client.
Example. Brightleaf Bakery paid September and October in one transfer, so Maya ticks both invoices.
Set up your business
The From block of an invoice comes from your own business details. Set them up on the Settings tab.
Example. Maya hasn't entered her own details yet, so she follows this to Settings before her first invoice.
Do not bill
Marks this entry as never to be invoiced, which removes it from the warning.
Example. One of the unbilled October entries was a favour Maya never meant to charge for, so she marks it do not bill here.
Show unbilled entries
Shows or hides the individual entries that make up the unbilled work.
Example. Maya opens the list to see exactly which October hours were missed.
Unbilled work warning
Work for this client from before the chosen dates that no invoice has covered yet. This is advice only; nothing is blocked.
Example. While billing November, Maya is warned about three hours from late October she had forgotten to invoice.
Invoice week
Sets the dates to a whole week. Click the week to jump back to the current week (on a Monday, last week is included too); − and + step one week at a time.
Example. One client pays weekly, so Maya sets the invoice to last week and steps back if she missed one.
Work detail
Every entry behind the lines, grouped by day, so the client can see exactly what the hours were.
Example. Brightleaf Bakery can see every entry behind the 40 hours, day by day, so Sam doesn't need to ask what they were for.
Cancel
Closes this dialog without recording anything. Your ticks in the dialog are discarded.
Example. Maya realises she ticked the wrong invoices, so she cancels and nothing is recorded.
Confirm invoice
Tick each invoice once you have checked its amount against the payment. Ticked invoices are marked paid.
Example. Maya checks each invoice's total against the transfer before she ticks it.
Payment date
The date the payment arrived. Every ticked invoice is marked paid on this date.
Example. Maya enters 3 November, the day the combined transfer reached her account.
Record payment
Records one deposit against several invoices from the same client. Nothing is marked paid until you press Save payment.
Example. Brightleaf Bakery paid two invoices together, so Maya records them as one payment in this dialog.
Payment note
Optional note, such as a transfer reference or cheque number, applied to every invoice in this payment.
Example. Maya enters the bank's transfer reference, so both invoices show where the money came from.
If not covered
What to do with an invoice that is not covered by this payment. Not in this payment leaves it untouched; Needs attention flags it with a reason.
Example. The transfer covered September in full but only part of October, so Maya marks October as needs attention.
Reason
Why this invoice needs attention, for example paid 900 of 1,000. It is required before you can save.
Example. Maya writes "Paid 900 of 1,000" so she knows what to chase.
Save payment
Marks the ticked invoices paid and flags any you chose to, all in one go. If anything cannot be saved, nothing is changed.
Example. Maya saves, and both Brightleaf Bakery invoices are marked paid in one go.
Record payment
Records one payment that covers every ticked invoice. You confirm each amount against the payment before anything is marked paid.
Example. Brightleaf Bakery pays September and October with one transfer. Maya ticks both and records a single payment.