Create an Invoice

Metric allows users to create an invoice based on time logs, expenses, fees, and custom line items.

The created invoice can be exported as PDF, QuickBooks, or Xero invoices.

• How to Create an Invoice
• Add Line Items from Time Logs
• Add Line Items from Fees
• Add Line Items from Expenses
• Add Custom Line Items

How to Create an Invoice

1. An invoice can be created on a project level or on a client level:
   
   
   • Open the Project > Invoices section if you need to create an invoice for a specific project (recommended).
     
     
   • Open the Client > Invoices section if you need to create an invoice on a client level (this is useful if you need to invoice work for several projects on one invoice).
     
     
2. Click the +NEW INVOICE button.
   
   
   
   
3. The system will generate a unique Invoice Number by default, but the invoice editor can update the number if needed. The default invoice number is defined by invoicing settings.
   
   
   
   
4. Set the Invoice Status:
   
   
   
   
   • Draft: The default status of a new invoice.
     
     
   • Approved: The invoice does not have any errors and is ready to be sent to the client.
     
     
   • Outstanding: This status indicates that the invoice was sent to the client. An invoice becomes outstanding automatically when it is exported to an external system (such as QuickBooks or Xero). The Invoiced revenue metric is calculated from outstanding invoices.
     
     
   • Paid: The invoice was fully paid by the client. The Paid revenue metric is the summed value from all invoices marked as paid.
     
     
   • Void: This status indicates the invoice was canceled.
     
     
5. Set the Date and Payment Terms of the invoice. The default payment terms are defined by the project settings (for invoices created at the project level) or by the client settings (for invoices created on the client level).
   
   
   
   
6. Select Custom Payment Terms to input a specific Due Date.
   
   
   
   
7. Input the PO Number, Reference, and Invoice Message if you need those to be present in the invoice. The default values are defined by the invoice template.
   
   
   
   
   
8. Open MORE DETAILS to input the Company Name and Company Details. This is the information about your company that you want to show on the invoice. The default values are defined by the invoice template.
   
   
   
   
9. Click the Save button to apply your changes.
   
   
10. Click the View button after saving to see the invoice.
    
    
    
    

Add Line Items from Time Logs

1. Open an Invoice, click the Edit button.
   
   
2. Click the +TIMELOGS button.
   
   
   
   
3. Select the time logs for invoicing.
   
   The Timelogs form contains all time logs from the Project (or the client if the invoice was created on the client level) filtered by date.
   
   
   • You can change the dates in Date Range Picker to filter for a specific date or date range.
     
     
     
     
   • The Attached To column shows if a time log has already been attached to an invoice. Time logs already attached to an invoice can't be used for adding line items.
     
     
   • The Status column shows the status of a time log (draft, submitted, approved, or rejected). Time logs with any status can be used for adding line items.
     
     
   • You can use different sorting and filtering parameters (i.e., Project, Employee, Task, or via Search) on the list.
     
     
   • Click the Select All button to select all time logs that presented after filtering. Click the Unselect All button to unselect all time logs.
     
     
     
     
4. Set Add Selected As:
   
   
   
   
   • Timelogs: Each time log will be added as a separate line item.
   • Employees: Time logs will be grouped by employee.
   • Projects: Time logs will be grouped by project.
   • Tasks: Time logs will be grouped by task.
   • Roles: Time logs will be grouped by role.
     
     Note: Custom line item templates can be created for your organization in the Invoicing settings.

The default item type and the default tax for line items are defined by the invoice template.

You can manually adjust the generated line items (update description, quantity, rate, add item types, and taxes). Editing line items will affect the Invoiced/Uninvoiced/Paid revenue metrics, but it will not affect Invoiced/Uninvoiced hours metrics because they are calculated based on the attached time logs.

The Attached section allows you to see all time logs attached to the invoice. You can unattach a time log from an invoice by removing it, but a line item that was generated from the time log will not be changed. However, if you remove a line item, then the time logs attached to the line item will be unattached as well.

Add Line Items from Fees

1. Open an Invoice, click the Edit button.
   
   
2. Click the +FEES button.
   
   
   
   
3. Select the fees for invoicing.
   
   The Fees form contains all fees from the Project (or the client if the invoice was created on the client level) filtered by date.
   
   
   • You can change the dates in Date Range Picker to filter for a specific date or date range.
     
     
     
     
   • The Attached To column shows if a fee has already been attached to an invoice. Fees already attached to an invoice can't be used for adding line items.
     
     
   • You can use different sorting and filtering parameters (i.e., Project, Task, or via Search) on the list.
     
     
   • Click the Select All button to select all fees that presented after filtering. Click the Unselect All button to unselect all fees.
     
     
     
     
4. Set Add Selected As:
   
   
   
   
   • Fees: Each fee will be added as a separate line item.
   • Projects: Fees will be grouped by project.
   • Tasks: Fees will be grouped by task.
     
     Note: Custom line item templates can be created for your organization in the Invoicing settings.

The default item type and the default tax for line items are defined by the invoice template.

You can manually adjust the generated line items (update description, quantity, rate, add item types, and taxes). Editing line items will affect the Invoiced/Uninvoiced/Paid revenue metrics.

The Attached section allows you to see all fees attached to the invoice. You can unattach a fee from an invoice by removing it, but a line item that was generated from the fee will not be changed. However, if you remove a line item, then the fees attached to the line item will be unattached as well.

Add Line Items from Expenses

1. Open an Invoice, click the Edit button.
   
   
2. Click the +EXPENSES button.
   
   
   
   
3. Select the expenses for invoicing.
   
   The Expenses form contains all expenses from the Project (or the client if the invoice was created on the client level) filtered by date.
   
   
   • You can change the dates in Date Range Picker to filter for a specific date or date range.
     
     
     
     
   • The Attached To column shows if an expense has already been attached to an invoice. Expenses already attached to an invoice can't be used for adding line items.
     
     
   • The Status column shows the status of an expense (draft, submitted, approved, or rejected). Expenses with any status can be used for adding line items.
     
     
   • You can use different sorting and filtering parameters (i.e., Project, Employee, Task, or via Search) on the list.
     
     
   • Click the Select All button to select all expenses that presented after filtering. Click the Unselect All button to unselect all expenses.
     
     
     
     
4. Set Add Selected As:
   
   
   
   
   • Expenses: Each expense will be added as a separate line item.
   • Employees: Expenses will be grouped by employee.
   • Projects: Expenses will be grouped by project.
   • Tasks: Expenses will be grouped by task.
   • Roles: Expenses will be grouped by role.
     
     Note: Custom line item templates can be created for your organization in the Invoicing settings.

The default item type and the default tax for line items are defined by the invoice template. You can manually adjust the generated line items (update description, quantity, rate, add item types, and taxes). Editing line items will affect the Invoiced/Uninvoiced/Paid revenue metrics.

The Attached section allows you to see all expenses attached to the invoice. You can unattach an expense from an invoice by removing it, but a line item that was generated from the expense will not be changed. However, if you remove a line item, then the expenses attached to the line item will be unattached as well. 

Add Custom Line Items

1. Open an Invoice, click the Edit button.
   
   
2. Click the +ADD button under the list of line items.
   
   
3. Fill in the attributes of the line item (description, quantity, rate, item type, tax).

Adding line items will affect the Invoiced/Uninvoiced/Paid revenue metrics.

The default item type and the default tax for line items are defined by the invoice template.