Invoices and estimates

Create an invoice

1. Select New invoice and choose who it's for under Bill to.
2. Set the Invoice date. Under Payment due, a new invoice starts at 14 days; choose On receipt, 7 days, 30 days, Pick a date or No due date instead.
3. Add your items. As you type a description, your saved products and services (and things you've billed before) are suggested, with their prices. Each line can be an item, hours, days, months or a flat fee.
4. Add a Discount (an amount or a percentage) and Sales tax if needed. Once a tax rate is entered, select Tax on each line it applies to. Tax is calculated after the discount.
5. If the due date is after the invoice date, you can ask for a Deposit up front: the deposit is due immediately, and the rest by the due date. In the items, Enter moves to the next line (or adds one), and the arrows move a line up or down.
6. Add a note for your client if needed, and select Save draft. Nothing is sent to your client until you send it.

An invoice without a due date never shows as overdue and gets no reminders. An invoice can have up to 50 lines and a total of up to $1,000,000.

Invoices are numbered automatically, such as INV-0001. Owners and admins can change the prefix under Settings → Invoices → Invoice numbers. The new prefix appears on every invoice, including invoices you've already sent.

Send an invoice

Under Ready to send?, leave Email it to selected and select Send invoice. Any changes you've made above are saved first. Your client receives an email with a View invoice button and the PDF attached.

To send the link yourself, clear Email it to and select Finalize invoice, then copy the link: it's shown only once. If the client has no email address on file, Finalize invoice is the only option. Either way, a sent invoice is locked.

The link keeps working until the invoice is voided. If it went to the wrong person, correct the client's email address, then select Get a new link in the Share with box beside the invoice. The old link stops working, and the new one is emailed to the address on file unless you clear Email it to.

Your client's invoice page shows how to pay you, from Settings → Invoices → How clients pay you. Enter your bank details, payment app or mailing address there.

Bill your hours and expenses

Owners and admins can add timesheet hours and expenses that haven't been billed yet. Choose the client first, then select Add hours from timesheet or Add expenses, select what to bill (expenses can have a markup), and add them as lines. Hours appear once they've been submitted on a timesheet for that client.

You can also start from Bill on the Expenses page, or from Invoice under Not billed yet in Reports. Starting from Reports fills in hours without a rate, so enter the rate before you save. If an invoice is voided or deleted, its hours and expenses can be billed again.

Repeat an invoice

1. Open a sent or paid invoice and expand Repeat this invoice.
2. Choose How often (every week, 2 weeks, month, 3 months or year), the First repeat, and when each is due under Payment due (14 days after, to start with).
3. Choose what happens each time: Make a draft for me to check, or Send it to them automatically.
4. Select Start repeating.

Each new invoice copies the client, items, discount, tax and note, but not a deposit. Sending automatically needs the client's email address; without one, or when the day's email limit is reached, the invoice waits as a draft.

The Recurring tab lists your schedules, with Edit, Pause, Resume, Stop, and a switch between Send automatically and Make drafts instead. Edit changes how often, the next date, when each is due and sending. For a new price, edit the latest invoice it made, then select Edit and Use the items from invoice … to copy its items, discount, tax and note.

Fix a mistake

• A draft can be edited, or removed with Delete draft.
• A sent invoice can't be edited or deleted. If it isn't paid in full, Void invoice cancels it: it stays on record as void and can't be paid, and any payments recorded on it no longer count in your totals. Your client's link stops working; they aren't emailed. Then create a new invoice.
• To void a paid invoice, select Mark as unpaid first.

Estimates

An estimate quotes the work before it starts. On the Estimates tab, select New estimate and fill it in like an invoice. Under Valid for, choose 14, 30 or 60 days, a date, or No end date. Estimates are numbered EST-0001, EST-0002 and so on.

1. Select Send estimate (or Finalize estimate to share the link yourself); changes are saved first. Your client receives an email with a Review estimate button.
2. Your client reads the estimate, types their full name as a signature, and selects Accept estimate or Decline. Owners and admins are emailed either way.
3. On an accepted estimate, select Turn into invoice. You get a draft invoice with the same items, discount, tax, deposit and note, and no due date. Set the due date, check it, and send it.

If the estimate asks for a deposit, choose a due date after the invoice date. Until it has one, the invoice can't be saved or sent with the deposit. After an estimate's valid-until date it shows as Expired, and your client can't respond to it. Select Give 30 more days to open it again on the same link. If a client says yes by phone or in person, select Mark as accepted, then Turn into invoice.