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Generating Invoices
Create professional invoices from approved timesheets
What you'll learn
- How to generate invoices from approved time
- What information is included automatically
- Best practices for client billing
Invoice Generation Process
1
Navigate to the Invoices page from the main menu
2
Click "Generate Invoice"
3
Select the approved weeks you want to include
Only approved timesheets will be available for invoicing
4
Review totals, rate, and currency (project rate takes priority over org default)
5
Configure VAT if needed (auto-calculated for UK B2B or manual override)
VAT settings are stored on the invoice for audit purposes
6
Click "Generate" to create your invoice
7
Open the invoice preview to review the snapshot, download the PDF, or send a read-only invoice link
What's Included Automatically
- All approved hours from selected timesheets
- Project names and descriptions
- Hourly rates and calculated totals
- Invoice number (auto-generated)
- Date range for the billing period
- Company details, payment terms, and VAT snapshot
Invoice Lifecycle & Snapshots
- Approved timesheets become a fixed invoice snapshot
- Preview and PDF use the same stored snapshot data
- External invoice links are read-only and require no login
- Edits are limited to invoice title, reference, and VAT fields
Rate Rules & Invoice Locking
- Project-level rates always override the organization default rate
- Invoices with multiple rates show per-line rates and totals
- Approved weeks are locked once invoiced and cannot be reused
- Rates and client details are snapshotted at generation time
Issuer & Client Details
- Issuer details come from Settings → Organization (legal name, address, payment terms) and Settings → Billing & VAT (VAT)
- Client details come from the Project's client profile (Bill To section on invoices)
- Missing client details show a clear placeholder on the invoice
- Details are snapshotted when the invoice is generated
💡 Pro Tip
Multi-week invoices: Combine multiple approved weeks into one invoice for monthly or milestone billing.
ℹ️ Good to Know
Generated invoices are saved to your invoice history. You can view the preview or download the PDF at any time.
⚠️ Important
Important: Free plans are limited to 3 invoices per month. Approved timesheets are required before generating.
💡 Pro Tip
VAT totals: VAT is always shown separately and added into the final invoice total in the preview, PDF, and email.