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:
- Enable Invoices and complete sender details under
/admin/invoices/settings. - Complete the generic client profile under
/clients. - Add at least one client contact.
- Configure currency and default VAT.
- 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.
Approved timesheets
This source requires both Timesheets and the optional Invoice Timesheets bridge, with the provider's Timesheets workspace enabled.
- Select the billing period.
- Select a client with approved, uninvoiced billable entries.
- Select one or more projects.
- Choose detailed lines or a summary grouped by project, person, activity, or person and activity.
- 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.
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
| Status | Meaning |
|---|---|
| Draft | Editable invoice that has not been issued |
| Issued | Sent or otherwise issued with an outstanding balance |
| Paid | Registered payments cover the invoice balance |
| Written off | The balance is no longer treated as collectible; history remains |
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
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.
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.