Create and manage invoices

Organization owners and administrators manage sales invoices at /admin/invoices. Client organizations receive issued invoices through /invoices when their Invoices module and supplier access are enabled.

Prepare invoice data

Before creating an invoice:

1. Enable Invoices and complete sender details under /admin/invoices/settings.
2. Complete the generic client profile under /clients.
3. Add at least one client contact.
4. Configure currency and default VAT.
5. For time-based billing, approve the relevant billable time and ensure its rates are correct.

The sender form requires address, registration number, VAT number, IBAN, BIC, and invoice email. The creation wizard redirects there when required details are missing.

Create a draft

Choose New invoice, then select a source.

Free-form invoice

Select a client and compose the invoice lines manually. Each line has a description, quantity, unit price, and VAT rate.

Select a line to edit it, then choose Done before reordering. Dragging starts only from the left handle, not from the description, amount, or other actions. While any line editor is open, all reorder handles are disabled. When editing is closed, you can also focus a handle and use the up and down arrow keys to reorder.

Approved timesheets

This source requires both Timesheets and the optional Invoice Timesheets bridge, with the provider's Timesheets workspace enabled.

For clients with Timesheets review access, time dated on or after the client review rollout date must belong to an approved period request before it can be invoiced. Pending, disputed, withdrawn, and unrequested time is unavailable. Earlier time retains the historical rules: internal approval is required and client disputes block invoicing. Requests containing time linked to an active invoice cannot be withdrawn.

1. Select the billing period.
2. Select a client with approved, uninvoiced billable entries.
3. Select one or more projects.
4. Choose detailed lines or a summary grouped by project, person, activity, or person and activity.
5. Review the generated quantities, rates, VAT, subject, notes, issue date, due date, and number.

Creating the invoice saves it as Draft. Time entries attached to those lines are no longer offered as uninvoiced work for another draft.

Duplicate or credit an invoice

The invoice detail menu offers Duplicate invoice for regular invoices, including drafts and written-off invoices. It creates a new draft with a fresh number, today's issue date, and the original payment term, billing details, and lines. Payments, attachments, deliveries, and timesheet links are not copied.

For an issued or paid invoice with a positive total, choose Credit invoice and confirm to create a full draft credit note. It references the original invoice and reverses its amounts and exact tax, including rounding. Only one non-written-off credit note is allowed per original invoice, including an existing draft or automatically generated refund credit. Credit notes cannot themselves be duplicated or credited.

Both actions open the new draft without sending an email or changing the original invoice or its payments. Review the draft before choosing Issue and send. A credit note is a billing document; it does not initiate a payment-provider refund or automatically settle the original invoice.

Refresh draft recipient details

In a draft's Invoice to section, choose Update invoice details to preview the client's current company name and address and select a billing contact. Saving re-reads the client and selected contact, then updates the invoice's recipient name, address, contact name, email, and preferred language. A uniquely matching contact is preselected by email or name; a sole available contact is also preselected. Otherwise select the appropriate contact explicitly, or choose no contact person. Private clients use their own invoice email.

The action requires a linked, available client and is only permitted while the invoice is a draft. Issued, paid, and written-off invoices retain their recipient snapshots. It does not change invoice lines, totals, dates, or sender details, or send an email.

Delete a draft

Open a draft invoice and choose Delete draft invoice from its menu, then confirm permanent deletion. Its lines, attachments, history, and failed email attempts are removed. Linked timesheets become available for invoicing again; the time entries themselves are retained. After deletion, you return to the originating list.

Issued, paid, written-off, previously issued, and externally managed invoices cannot be deleted. Payments, pending or sent email deliveries, credit notes referencing the draft, and restrictive links from other modules also prevent deletion. Use the existing status actions for documents that must be retained.

Issue and deliver

Open the draft and choose Issue and send. Review the recipient, language, subject, message, CC addresses, and attachments before delivery. Customer Portal generates the PDF and records the delivery in invoice history.

Issued invoices can be sent again. Overdue invoices expose a separate payment-reminder action.

Delivery tracking distinguishes Customer Portal’s send record from provider events such as accepted, delivered, delayed, bounced, failed, suppressed, complained, opened, or clicked. An open event is approximate and does not prove a person read the invoice.

Record payment and status

Use Register payment on an issued invoice. Enter the payment date, amount, and optional reference. Partial payments reduce the outstanding amount; the invoice becomes Paid when its balance is covered.

Writing off an invoice preserves it and its history. Undo write-off restores its previous draft or issued state.

Attachments, PDFs, and client access

Invoice details and PDFs use the light-mode full logo from Portal Settings when configured, including when viewing the portal in dark mode. Otherwise they use the provider organization's current logo. The portal name does not need to match the provider name. PDF output supports uploaded PNG, JPEG, and WebP logos; if an optional image cannot be decoded, the PDF tries the provider logo before falling back to the provider name.

Files added to an invoice can be included in future emails. The email flow enforces a combined attachment limit of 40 MB. Both administrators and authorized client viewers can print or download the generated invoice PDF; client viewers can also download shared attachments.

Administrators can choose Attach file to open the file chooser. Selecting a file uploads it immediately and refreshes the attachment list; cancelling does nothing. The action is disabled during an upload. If an upload fails, an error is shown and you can select the same file again. Client viewers cannot upload attachments.

Enable the client's Invoices module and invoice access for its supplier relationship. Client owners and administrators can then access received invoices and assign additional viewers at /invoices/viewers. See client access for the full setup and permission checks.

Breaking route changes

Invoices are independent in this release. The old /timesheets/invoices, /admin/timesheets/invoices, and Timesheets invoice API paths were removed and return 404; there are no redirects or compatibility delegates. Integrations must use /invoices, /admin/invoices, and /api/invoices. Timesheet-backed creation uses /api/invoice-timesheets.