Back to help›Create and send an invoice

Create and send an invoice

Turn time or an accepted quote into an invoice, complete approvals and collect payment.

1. Review billing settings

   Select the workspace. In Settings → This workspace → Invoices & quotes, review Tax, Billing defaults and Approval policy. Check rates in Time & expenses before generating an invoice from recorded work.

2. Create a draft from time

   Open Finances → Invoices and choose Invoice from time. In Generate invoice from time, select Company, Contract (optional) if needed, Currency and Fallback hourly rate. Set From (optional) and To for the date range, then choose Create draft.

   Good to know: Only eligible, unbilled billable time is included; prepaid block entries are excluded. Time approval is required when enabled. Invoice creation, company and time access, and billing rates permission are required.

3. Or create a draft from a quote

   In Finances → Quotes, open the quote and choose Record acceptance when available. In Record quote acceptance, enter Customer name, select the checkbox “I confirm the customer accepted this quote.”, then choose Accept and create invoice. This records staff acceptance and creates a draft invoice; use it only after the customer has accepted.

4. Review and issue

   Open the draft invoice and check the client, currency, lines, tax and due date. Choose Issue. If Approval policy requires review, an authorized approver uses Approve before issuance can complete.

   Good to know: An approval request does not mean the invoice has been issued. Check its current status before sending it.

5. Send the invoice

   On the issued invoice, choose Send email. In Send invoice email, check the recipient and choose Send. Keep the invoice status and payment balance in view when following up.

6. Enable online payment when needed

   In Settings → This workspace → Integrations, open Stripe Connect and choose Connect to complete account setup. With workspace Stripe payments configured and portal access enabled, clients can review eligible invoices and use Pay in the portal.

   Good to know: Stripe setup requires an organization owner or admin and two-step sign-in. Online payment is available only for eligible outstanding invoices with a working payment connection.

7. Use a credit note for a billing adjustment

   Open Finances → Credit notes and choose New credit note. Fill in the client, amount, currency and reason, then choose Create draft. Review the credit note and choose Issue, then Apply credit to apply eligible credit to an outstanding invoice.

   Good to know: A credit note and a payment refund are different actions. Creating a draft credit note does not itself return a Stripe payment.