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 editable field on the invoice (your company details, dates, reference, or a line's date, description, rate, or quantity) to change it in place. Each line total updates automatically from its rate × quantity and can't be edited directly. 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.

Changing the invoice number

Click the pencil next to Invoice # in the editor's title and enter the new number. The change is saved right away — you don't need to press Save on the invoice.

• If another invoice already uses that number (including an archived one), you're asked to confirm before a duplicate is allowed.
• The invoice's time entries and expenses are updated to show the new number.
• If the new number is higher than your last invoice # (see Settings), that counter moves up to match, so the next generated invoice follows on from it.

Paid invoices can't be renumbered. Emails and PDFs you've already sent keep the old number.

Downloading a PDF

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

Emailing an invoice

Cloud plan

Emailing invoices is included with the Cloud plan. On the free plan the Send button is locked; download the PDF and send it yourself.

Every invoice row has a Send button beside Download. It opens Review and send, where you check the email before it goes:

• To — starts with the client's default recipients (or the client's email) and takes several addresses, each shown as a chip.
• Copy me — sends you a copy too.
• Compose — the subject and message, pre-filled from the client's templates. Tokens such as Invoice Number or Due Date appear as chips and are replaced with this invoice's values when sent; use Insert token or type { to add one (the full list is under Tokens). Edits here apply to this send only.
• Look — Branded (a header band in your company color, plus the invoice details) or Minimal (your name and the message). Change it for this send with the pencil.
• Preview — the email exactly as the client will see it, with the subject, recipients and the attached PDF named above it. On a phone the preview shrinks to fit; tap it to see it full size.
• Send test email — sends the email to your own address first.

The invoice PDF — the same file Download gives you — goes along as the attachment. The email comes from invoices@mytimewellspent.com with your company name, and replies go to your company email (or the reply-to address set on the client). You can send 5 emails a day; the dialog shows how many are left.

After a send the invoice's Sent column shows the date, and its status moves to sent if it was unpaid. Open the invoice to see the Emails history: every send, its recipients, and for each recipient whether it was Delivered or Bounced — the only way you'd learn that an address no longer works.

Per-client defaults — recipients, reply-to, subject, message and look — live on the client's Invoice Email tab; see Clients.

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.