Creating Invoices

Create invoices for your projects with line items, due dates, and optional schedule linking.

Creating a New Invoice

1. Navigate to a project's Financials > Client Invoicing
2. Click New and select New Invoice
3. Fill in the invoice details
4. Click Save or Preview & Send

Invoice Fields

Project

Select the project for this invoice. If you opened invoicing from within a project, this field is pre-filled and locked.

ID (Automatic Generation)

The invoice number is automatically assigned when you save. Format: sequential number.

Title

Enter a descriptive title for the invoice (e.g., "Deposit Invoice", "Progress Payment #2", "Final Payment").

Line Items

Add one or more line items to the invoice:

Field	Description
Items	Description of what's being billed (supports multi-line text)
Cost Code	Optional category to track this revenue against project costs
Price	Amount for this line item (supports negative values for credits)
Owner Price	Calculated total shown to customer (Price × 1)

Adding Items

1. Click the + icon to add a new line item
2. Enter the item description
3. Select a Cost Code (optional but recommended)
4. Enter the price (up to 2 decimal places)
5. Repeat for additional items

Cost Codes and Job Costing

Assigning a cost code to invoice line items connects your billing to project cost tracking:

• With cost code: The invoiced amount appears in Job Costing under that cost code's "Amount Invoiced" column
• Without cost code: The amount is tracked separately and shown in the WIP Report's total "Billed to Date" but cannot be analyzed by cost category

Best Practice

Always assign cost codes to invoice line items. This enables:

• Profitability analysis by cost category (e.g., "Are we billing enough for Electrical work?")
• Revenue vs. cost comparison per cost code
• Accurate WIP reporting with cost code breakdown

See Job Costing for more information on tracking costs and revenue by category.

Removing Items

Click the red circle icon next to an item and confirm deletion.

Totals

The footer shows the calculated Totals for all line items.

Due Date Options

Choose how to set the invoice due date:

Option 1: Choose Date

Select Choose Date to manually pick a due date:

1. Click in the Due Date field
2. Select a date from the date picker

Option 2: Link to Schedule Item

Select Link to Schedule Item to automatically calculate the due date based on a project schedule task:

1. Schedule - Select a schedule from the project
2. Schedule Item - Select a specific task from the schedule
3. Days - Choose Before or After the task end date
4. Due - Enter the number of days before/after

The Due Date displays the calculated date based on your selections.

Example: If a task ends on March 15 and you select "5 days before", the due date will be March 10.

Payment Information (Read-Only)

These fields display payment status:

Field	Description
Date Paid	Date when final payment was received (shows "-" if not fully paid)
Amount Paid	Total payments received against this invoice
Balance	Remaining amount due

Invoice Status

Set the current status of the invoice:

Status	Description
Unreleased	Draft invoice, not visible to customer
Pending	Invoice released and awaiting payment
Paid	Fully paid (only available when balance is zero)
Void	Cancelled invoice

note

The Paid status only appears when the invoice balance is zero. The system automatically restricts status options based on the balance.

Send to Accounting on Release

Check this option to sync the invoice to QuickBooks when the status changes to a released state. This checkbox is disabled if the invoice has already been synced.

QuickBooks Summary

If QuickBooks is connected, this panel shows:

• Invoice Status - Who created the invoice and when
• Payment Status - Paid in Full status and date (if applicable), total invoice amount
• Last Updated - When the invoice was last modified

Notes

Add internal notes that are visible to your team but not included on customer-facing invoices:

1. Scroll to the Notes section
2. Type your note in the text field
3. Click Post to save

Notes are timestamped with the author's name.

Attachments

Attach documents such as PDFs, images, or other files to an invoice. Attached files can optionally be included when sending the invoice to a customer.

Adding Attachments from Project Files

1. Click the Add Attachments button on the invoice form
2. Browse the project's file folders using the folder navigation and breadcrumbs
3. Select one or more files by clicking on them
4. Click Add Selected Items to Invoice

The file browser supports:

• Folder navigation — click folders to browse, use breadcrumbs to go back
• Search — filter files by name
• Sort — change the file ordering
• Grid and list views — toggle between thumbnail grid and detailed list view

Viewing and Removing Attachments

Attached files appear below the Add Attachments button as a list showing the file name. Click the remove icon next to a file to unlink it from the invoice.

info

For new invoices that haven't been saved yet, attachments are held as pending and linked to the invoice automatically when you save. For existing invoices, attachments are linked immediately when selected.

Saving the Invoice

Save

Click Save to save the invoice and remain on the form. The invoice is saved with the current status.

Preview & Send

Click Preview & Send to:

1. Save the invoice
2. View a summary preview
3. Send the invoice via email

See Sending Invoices for email options.

Editing an Invoice

1. Click on the invoice ID/Title in the list
2. Make your changes
3. Click Update

Duplicating an Invoice

The system supports duplicating invoices via the API. Contact your administrator if you need this functionality in the UI.

Deleting an Invoice

Invoices cannot be deleted through the UI to maintain an audit trail. Instead, set the status to Void to cancel an invoice.

Best Practices

• Use descriptive titles - Include payment type (Deposit, Progress, Final) in the title
• Link to schedule tasks - Automates due date calculation for milestone-based billing
• Add notes - Document any special terms or internal context
• Preview before sending - Review the invoice summary before emailing to customers
• Void instead of delete - Maintains complete financial records