Invoices
Invoices bill clients for project work, services, or any custom line items. Each invoice is tied to a project and a billing account, supports multiple part-payments, and posts the received money to a pay account so balances stay live.
Status is fully automatic — Invoiced → Overdue → Paid — and flips as payments are recorded or due dates pass. The only manual status action is Cancel.
Step-by-step
- 1Create a new invoice
From the Invoices page click Add Invoice, or from a project click New Invoice. Pick the client and the project — milestones and services pre-fill from the project. The invoice number is auto-assigned and gap-free for tax compliance.
- 2Add line items and taxes
Edit each line's quantity, rate, and tax. The total and tax breakdown update live in the summary panel. For foreign-currency clients, set the invoice currency and enter an Expected FX rate to see the projected base-currency total before the money arrives.
- 3Send the invoice
Open the actions menu (⋮) and click Email. The client receives a PDF attachment and the invoice flips to Invoiced. Print and download options are also in the same menu.
- 4Record a part payment
Scroll to the Payments section and click Add Payment. Enter the client-currency amount received, the paid date, the credited date (when it cleared your bank — used in revenue reports), and the pay account it landed in. For multi-currency invoices, also enter the actual base-currency amount so the pay-account balance reflects real money received.
- 5Track paid vs outstanding
The Payments panel shows a running total of paid vs outstanding per milestone for multi-milestone invoices. For foreign-currency invoices that have an expected rate set, the panel also shows Expected received, Actual received, and Realized FX gain or loss.
- 6Split an invoice
Open the actions menu → Split. For invoices with multiple milestones, split by milestone — each milestone gets its own invoice. For a single-milestone invoice where a partial payment has been made, split by amount — enter the amount already received and the original invoice shrinks to that portion while a new invoice covers the balance.
- 7Cancel or delete
Open the actions menu → Cancel to keep the invoice in the audit trail (cancelled invoices don't count in revenue). Delete is only allowed when the invoice has no recorded payments and is the highest-numbered for its billing account — this keeps numbering consecutive for tax reports.
Recording a payment always credits the chosen pay account — pick the right one (UPI, bank A, bank B) so balances stay accurate. The Credited Date on each payment drives the revenue month in reports. If money lands in your account a few days after the client paid, set the credited date to the bank-clearing date. Setting an Expected FX rate on a foreign-currency invoice pre-fills the projected base-currency outstanding in project and client reports — useful for cash-flow forecasting before you know the actual exchange rate. Cancelled invoices preserve full history — they're excluded from revenue but you can still print or view them. For milestone billing, mark the milestone ACTIVE or COMPLETED before creating the invoice — the milestone amount locks once it's on a live invoice.
Access groups → `paymentView`, `paymentAdd`, `paymentEdit` control who can record, edit, or void payments. Settings → Invoice template to set logo, footer, tax registration numbers, and bank details shown on the PDF. Settings → Email templates → Invoice to customize the email body sent with each invoice. Billing accounts → each company or client can have multiple billing accounts; invoice numbers are sequential per billing account.