Generating invoices

missionX builds invoices from your project data. The ⚡ Create invoices tab in Clients + Invoicing shows every billable item across your client projects for a period. You create a draft invoice, select items, and drop them onto it. You can also create ad-hoc invoices with any lines you like.

Before you start: you need at least one client and a billable client project (see Managing clients). Your company name, address, logo and payment details on invoices come from the Config panel.

The Create invoices screen

The screen has two parts: a grid of billable items on the left and a panel of open invoices (drafts) on the right.

Choose a period and filter

• Period: defaults to the current month. Use the arrows (Past month / Next month) to move a month at a time, or pick dates. The period can be at most 3 months. Your last period is remembered.
• Client...: show only one client's items.
• Quick find...: search item text; all rows expand as you type.
• Expand / Collapse all rows.

The billable items grid

Items are grouped by Client → Project, and each project has three sections:

Columns:

• Billable items, PO number (hover for PO details and amount), Effective dates and details.
• Amount: shown with the currency code when it differs from your organization's currency.
• Ready: whether the item is approved (see below).
• Invoiced: how much has already been invoiced. Green at 100%, orange with a percentage when partly invoiced. Hover to see which invoices it is on.

How hours are priced

Timesheet hours are multiplied by the hourly bill rate of the role (or line item) the person logged time against. Rates in other units are converted to hourly:

Hours are not rounded. Set bill rates per role in project roles. A timesheet submitted with a zero bill rate is invoiced at zero, so fix rates in Budget Pro first.

Ready to invoice vs. needs review

Draft and rejected timesheets never appear; only submitted and approved ones do.

Create a new invoice

Click New Invoice in the open invoices panel and follow the steps (Let's Go!):

1. Select a client: pick one, or create a new client.
2. Reference for the customer (optional, Skip Step if not needed):
   • "Is this related to a missionX project?" Picking a project sets the invoice currency and fills in the project's PO number.
   • "Do you have a PO or Reference number?" Pick or type one. A new PO number can be added to the client for you, and linked to the project if it is not already.
3. Reference for financial reporting (optional): apply the revenue to a department and/or office. Only shown if your organization has departments or offices.
4. Invoice period: the dates the invoice covers (defaults to the period selected on the Create invoices screen) and the Due date (defaults to the end of the month after the period). The terms are shown as "Due Upon Receipt" or "Net N".

Click Create Invoice. The new draft appears in the open invoices panel with these defaults:

• Number: the client's next invoice number, e.g. CDR-0004 (see invoice numbering).
• Invoice date: today.
• Currency: the project's currency, else the client's default currency, else your organization's currency.
• Tax 1 / Tax 2: the client's default tax rates.
• Bill to: the PO's contact if it has one, otherwise the client name and invoice address.
• Comments: the PO's default invoice comments.
• Payment method: your saved payment option, if your organization has exactly one.

Each invoice is for one client in one currency. It can include items from several of that client's projects. missionX does not split items into invoices automatically: you decide which items go on which invoice.

Add billable items to an invoice

1. Tick the items you want in the grid. Ticking a project or section selects all its items. Items that are already 100% invoiced cannot be selected.
2. A card follows your mouse with the client, number of items and total. You can only select items for one client at a time: selecting an item from another client clears your selection.
3. Click a draft invoice tile in the open invoices panel to drop the items on it. The invoice total updates immediately.

While hovering over an invoice, the card warns you if:

• "Some items are not within the invoice dates": the item's dates do not overlap the invoice period.
• "Some items have a currency mismatch that will need resolving": the item's currency differs from the invoice's. Amounts are not converted; they are copied as they are.

These are warnings only; the items are still added. Press Esc, right-click, or click outside the grid to clear a selection. Adding the same milestone, retainer or line item to an invoice twice is skipped ("Oops. Nothing new to add").

Use Find an open invoice... to search open invoices by number, client, PO or amount. Open invoices are grouped by invoice month. Each tile shows the number, amount, client, PO, date, period, office and department.

Invoicing does not lock timesheets, milestones or line items. An item's Invoiced % is worked out from the invoices it appears on (including cancelled ones). Removing a line from a draft invoice makes the item available to invoice again.

Edit the invoice

Open a draft invoice (click it in Manage invoices, or the pencil icon) to edit it full screen. The editor is a working view; the final PDF layout is shown with Preview.

Add lines manually

Any line, including those dropped from projects, can be edited or deleted. Lines with a zero amount are highlighted. Ctrl+Z undoes your last change to a direct cost line.

Header and dates

• From: your company invoice details from the Config panel (an admin can click to edit them there).
• Bill to: the client or contact. Use Use existing contact... to switch to a client contact, or edit the customer details.
• Invoice number: if the client has no code, you are asked to add one (up to 7 characters here), saved to the client.
• PO#: pick one of the client's open POs. If the PO has a contact, the bill-to is updated too.
• Invoice date (when it is officially issued), Due date (can only be moved later) and Period (the timeframe it covers).
• Terms: "Due upon receipt" or "Net N", where N is days from the invoice date to the due date.
• Department and Office: for internal financial reporting.

Display options

• Hide PO: hide PO# columns on the PDF.
• Roll up hours by role: combine time lines into one line per role and rate, with total hours. Employee names are hidden.
• Hide employee name: keep lines separate but hide who did the work.

Totals, discount and tax

• Sub total: all lines added up.
• Discount: toggle between a percentage and a fixed amount. It applies to taxable lines only.
• Tax 1 and Tax 2: percentages applied to the discounted taxable amount. They are not compounded (Tax 2 is not charged on Tax 1). Lines not marked Taxable are never taxed.
• Currency: changing the currency relabels the invoice; it does not convert amounts. It also resets the tax labels and rates to that currency's defaults (below).
• Past due: earlier invoices for the same client code and currency that are Sent or Partially paid and past their due date are listed and ticked by default. Their outstanding balance is added to this invoice's Total and printed on the PDF with a note. Untick any you do not want to include.

Default tax labels and rates when you change currency:

You can always type your own rates.

Payment method and comments

• Payment method: choose one of your saved payment options (e.g. wire or bank details per currency, set up in the Config panel), or type custom payment information. If none exist, use Add a payment account?.
• Paste an existing payment link: any payment URL, printed on the PDF.
• Comments: e.g. "Thank you for your business".

Preview and finalize

• Preview downloads a PDF preview without changing anything.
• Finalize This Invoice creates the PDF (Invoice CDR-0004 12-Mar-2026.pdf), downloads it and attaches it to the invoice. The invoice then shows as Ready to send in Manage invoices. The invoice needs at least one time, direct cost or expense line to finalize.
• Delete This Invoice deletes a draft (after confirming). Only draft or finalized (not yet sent) invoices can be deleted.

To change a finalized invoice, set its status back to Draft/Editable in Manage invoices, edit it, and finalize again.

What the PDF contains

• Page 1: "Invoice", your official logo, From details, Bill to details, invoice number, PO#, invoice date, due date, invoice period and terms. A Summary of charges (scheduled payments, professional services, other direct costs, expenses, past due amounts, sub-total, discount, taxes and Total in the invoice currency), then comments, payment information and payment link. If a PO is set, a PO summary.
• Page 2: itemized scheduled payments, professional services (employee, hours, rate, total, or "Fixed fee"), and direct costs (quantity, unit price, total).

Next steps

Track, send and update invoice status in Managing invoices.