Launch
Grant Thornton Professional services02893-01Solar Century Africa Energy engineering 73992-01
  1. Getting started
  2. The organization
  3. Project management
  4. Task management
  5. Budgeting
  6. Change management
  7. Resource allocation
  8. Time tracking
  9. Expenses
  10. Clients and invoicing
  11. Leave tracking
  12. Real-time reporting
  13. Proposals
  14. Templates
  15. Integrations
  16. Vendors and invoicing
  17. Equipment
  18. Account settings
  19. Open API

Clients and invoicing

Clients and invoicing is where you keep your customer records, client PO numbers and contacts, and turn billable project work (milestones, retainers, line items, change requests and timesheet hours) into client invoices. You create draft invoices, drop billable items onto them, finalize them as PDFs, and track them through to payment.

Where to find it

Open the Organization workspace and select the Clients + Invoicing tab. It has three tabs:

TabWhat it is for
CustomersYour list of clients with their projects, amounts spent, invoiced and profit. Click a client to open Client Details: invoice address, client code, invoice numbering, default currency and tax rates, contacts, client PO numbers and a client rate card. See Managing clients.
⚡ Create invoicesA grid of every billable item across your client projects for a period, next to a panel of your open (draft) invoices. Create an invoice, select items and drop them on it. See Generating invoices.
Manage invoicesEvery invoice with its status, amounts due and received. Change status, record payments, open PDFs. See Managing invoices and Invoice payments.

Who can use it

  • Plan: Clients and invoicing is a Pro feature. Organizations without an active Pro license (or trial) see an upgrade page with Start a free trial / Upgrade now instead of the tabs. Non-admins are asked to contact an admin to upgrade. There is no monthly limit on the number of client invoices you can create.
  • Organization admins see the Clients + Invoicing tab and can do everything described in this guide.
  • The Manage Clients permission ("Can create and view clients/POs/invoices") in user permissions gives managers access to client invoice details, client PO numbers and invoices. Observers and members cannot see invoices.
  • Project managers can be allowed to add new clients and client PO numbers with the Config panel option "Project managers CAN add new clients AND create new PO numbers".

If you do not see Clients + Invoicing at all, the module may be switched off. An admin can turn it on in the Config panel under Advanced modules → Clients and invoicing. Turning it off disables clients, invoicing, billable projects and (for now) expenses; existing projects are not affected.

The invoicing workflow at a glance

  1. Set up your invoice details once: company name, address, tax ID, logo, reply email and payment information in the Config panel.
  2. Add clients with a client code (e.g. CDR, which gives invoice numbers like CDR-0001), invoice address, default currency and tax rates, contacts and PO numbers.
  3. Make projects billable: link a project to a client, tick Project is billable and choose a revenue model (Fixed bid, Time and material, or Retainer) in Budget Pro settings.
  4. Generate invoices in ⚡ Create invoices: pick a period, click New Invoice, then select billable items and click the invoice to drop them on it. Add ad-hoc lines if needed.
  5. Finalize: review the invoice, then click Finalize This Invoice to create and download the PDF. It shows as Ready to send.
  6. Send the PDF to your client, then set its status to Sent/Awaiting payment in Manage invoices.
  7. Record payment: mark it Paid in full, or Partially paid and log each payment received.

Invoices only count as revenue invoiced in financial reports once they are Sent, Partially paid or Paid. Drafts and finalized-but-unsent invoices are not counted, and cancelled invoices are always excluded.

Invoice statuses

Status (as shown)Meaning
DraftEditable. You can add, change and remove lines, or delete it.
Ready to send (Finalized)A PDF has been created. Still a draft underneath, so it can be deleted or turned back into an editable draft.
SentSent to the client, awaiting payment.
Partial paymentSome payments received; track them in the payment tracker.
PaidPaid in full.
CancelledKept on file for your records, excluded from reports, and cannot be deleted.

How-to videos