Invoicing

The Invoicing page is where you turn logged time and expenses into invoices, edit them, and download PDFs.

Setting up invoicing

Until you've filled in your company details, the empty Invoicing page offers a Set Up Invoicing button. It's a short wizard that collects everything an invoice needs:

1. Your company details — the name, address, phone, and email that appear as the invoice header.
2. Your logo (optional) — shown at the top of your invoices.
3. Defaults — your bill rate and payment due days.
4. Your first client — only asked if you don't have any clients yet.

You can change any of this later in Settings → Company (and clients on the Clients page).

Generating an invoice

1. Open Invoicing and start a new invoice (Generate).
2. Pick a date range — the app shows every client with uninvoiced time entries (and expenses) in that range.
3. Select a client. The app then:
   • assigns the next sequential invoice number,
   • asks for the invoice date, and
   • defaults the due date from the client's due days.
4. Confirm to create the invoice.

The new invoice gathers the client's uninvoiced time entries and expenses for the range into line items, and stamps those sources as applied.

Invoices are self-contained snapshots

When an invoice is created, it copies in everything it needs — your company header, the client's details, and a frozen copy of each line. Editing or deleting the original time entry, expense, or client later does not change an existing invoice. Attached files (your logo, expense receipts) stay faithful too: a file is never edited in place (replacing an image saves a new file), and a file still used by an expense or shown on an invoice can't be permanently deleted — see Files.

Editing an invoice

Every invoice row has an Edit button that opens the invoice in the editor — the invoice itself, shown as it will print. Tap any field on the invoice (your company details, dates, reference, a line's date, description, rate, quantity, or total) to change it in place. You can also:

• + Add Line — add a manual line item.
• Remove a line — hover over it and use the trash icon in its left margin.
• + Add Expense — pull one of the client's unbilled expenses in as a line item.
• Record payments beside the invoice — see Payments.

Save stores your changes; Archive moves the invoice out of the active list (see Archive & delete).

On a phone, the invoice is shown shrunk to fit the screen. Tap it to zoom to full size for editing, and tap anywhere outside the invoice to shrink it back.

Removing a line doesn't free its source

Deleting a line from the invoice doesn't make its time entry or expense billable again — that's done with Remove from Invoice on the entry's own menu on the Time & Expenses page.

Paid invoices are locked

Once an invoice is marked paid, its content is frozen — fields on the invoice are no longer editable.

Downloading a PDF

Generate a PDF of the invoice to download, then save or send it however you like.

Download only

The app produces a downloadable PDF; it doesn't email invoices for you. Send the downloaded file to your client through your own email or messaging app.

Cloning an invoice

Use Clone on an invoice row to reissue it as a brand-new invoice — handy for repeat billing of the same line items.

The clone is an exact copy of the original's header and line items, with:

• the next sequential invoice number,
• the invoice date set to today and the due date defaulted from the client's due days,
• status reset to unpaid, and
• no payments carried over.

The copy opens in the editor right away so you can adjust it before sending.

Only manual invoices can be cloned

An invoice whose lines reference time entries or expenses can't be cloned — those sources were already billed once, and cloning would bill the same work twice. The Clone button is disabled for those invoices, with the reason shown when you hover it.

Status

An invoice is unpaid, paid, sent, or voided. Recording payments that cover the total moves it to paid automatically.

Archiving & deleting

Invoices can be archived or permanently deleted. Deleting an invoice (archived or hard) leaves its source time entries and expenses marked applied for history — only removing a source from the invoice frees it back to unused. See Archiving & deleting.