Creating Invoices

Overview

The create invoice page lets you set up an invoice or credit note with client details, payment terms, line items, tax calculation, and optional notes. You can also pull in unbilled time records from the selected client. All invoices are created in Draft status.

Creating an Invoice

1. 1Navigate to Invoices in the sidebar, then click the Create button and select Create Invoice.
2. 2

   Fill in the Invoice Details card:

   • Client (required) — select a client from the combobox
   • Contact (required) — automatically set to the client's primary contact; change if needed
   • Type (required) — Invoice or Credit Note
   • Due Date — pick a date from the calendar, or use a payment term shortcut badge: Due Today, NET 7, NET 14, NET 30, NET 60, or NET 90
   • Currency (required) — defaults to GBP
   • Line Amount Type (required) — choose Exclusive of Tax, Inclusive of Tax, or No Tax
   • Tax Rate — defaults to 20%; applies to all new line items (hidden when Line Amount Type is No Tax)
   • Reference — optional free-text reference
3. 3

   Add line items in the Line Items card. Each line item requires:

   • Description — what the charge is for
   • Qty — quantity (supports up to 4 decimal places)
   • Unit Price — price per unit in pounds
   • Tax % — tax rate for this line (inherits the default; hidden when Line Amount Type is No Tax)

   Click Add Line to add more rows. Click the bin icon to remove a line (you must keep at least one). The table footer shows live Subtotal, Tax, and Total calculations.

4. 4

   Optionally fill in the Notes card:

   • Notes (shown on invoice) — visible to the client on the invoice PDF
   • Internal Notes (staff only) — visible only to staff
5. 5Click Create Invoice (or press ⌘+↵) to save the invoice as a draft.

Adding Unbilled Time

When you select a client, a collapsible Pending Time card appears if the client has unbilled time records. You can group entries by Task, Staff, or Entry using the dropdown in the card header. Each row shows editable fields for Description, Hours, Rate, and Amount, plus round-up and round-down buttons to snap hours to the nearest quarter.

1. 1Select time entries using the checkboxes.
2. 2Click Add to Invoice to convert them into line items on the invoice.

Creating an Invoice from Tasks

You can also create an invoice directly from the task list. Select one or more tasks, then click Create Invoice in the bulk actions bar. A dialog walks you through the process:

1. 1If the selected tasks span multiple clients, choose which client to invoice.
2. 2Review the task line items. Tasks with a quoted fee use the fixed fee amount; tasks without a quoted fee use their unbilled time total.
3. 3Click Create Draft Invoice to open the invoice form pre-filled with the task line items.

Xero-Linked Clients

If the selected client is linked to Xero, two additional columns appear in the line items table: Account Code and Tax Type. These fields are required for Xero sync and are populated from your Xero chart of accounts and tax rates. Selecting an account code automatically sets a matching tax type.

What's Next?

• Sending Invoices — mark the draft as sent
• Recording Payments — record payments once sent
• Credit Notes — issue a credit note against an invoice