Create an invoice from tracked time

Create the draft

1. 1

   Step 1: Click Invoices in the top menu, then + New invoice. On a phone: More → Invoices, then New invoice at the bottom right of the screen.

2. 2

   Step 2: Choose the Client. Its currency is shown in brackets; the invoice uses it.

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   Step 3: Leave From tracked time and expenses selected.

4. 4

   Step 4: Set the dates. To starts with today. Leave From empty to include all uninvoiced billable time up to To, or set it to bill one month, for example.

5. 5

   Step 5: Choose One line per: Project, Task, Person or Time entry (detailed).

   Task (the default) gives one line per project and task. Time entry (detailed) lists each entry with its date, person and notes. Hours at different rates always get separate lines.

6. 6

   Step 6: Leave Include billable expenses ticked to add the client's uninvoiced billable expenses as lines, one per expense (added on the Expenses page or imported from Harvest). They lock once they're on the invoice.

7. 7

   Step 7: Check the dates, payment terms, taxes, discount, subject and notes in the lower box. They start with your defaults from Settings. See Edit a draft invoice.

8. 8

   Step 8: Click Create draft (on a phone it stays at the bottom of the screen). You land on the draft.

Which hours go on the invoice

• Billable hours for any project of that client (archived ones too) in the date range that aren't on another invoice yet.
• Not included: non-billable hours, running timers, and billable hours without an hourly rate. When hours are left out for having no rate (typical on fixed-fee projects), the draft says … hours without an hourly rate were left out. Add a line for them by hand if needed.
• Hours on the draft are now Locked for the team and leave the Uninvoiced report. Deleting the draft releases them.

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Invoices on a phone

On a phone, Invoices is a list: each invoice shows the client, its number and when it's due (Overdue 12 days in red when it's late), the amount still due (or the total once it's paid) and its status: Draft, Open, Overdue, Paid or Closed. Above it, Outstanding and Overdue add up what's waiting to be paid. Swipe the row of states (All, Draft, Open, Overdue, Paid, Closed) to filter. Recurring and Settings are under the ⋯ button at the top right.

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