Use Invoices to bill a client for a project and to see which invoices are still waiting to be paid. Open it from the Tools group in the sidebar.
Invoices is a paid feature. If your account does not have a paid Project Manager plan, the page shows Invoices is a paid feature, the line "Upgrade to a paid plan to unlock this feature and everything else." and a View plans button instead of your invoices.
The Invoices page
What you see
- New Invoice at the top right opens the form for a new invoice.
- Four stat cards: Total Invoices, Paid, Pending and Overdue. Pending counts invoices that are still Draft or Sent.
- Status chips: All, Draft, Sent, Paid and Overdue. Press one to show only invoices with that status. The stat cards always count every invoice.
- Review historical billing, a section for old hourly invoices (see below).
- The invoice list. Each row shows the invoice number, the client name (or the project name if no client was chosen), the issue date, the number of items and the total. Overdue invoices also show how many days they are overdue.
- Invoice Analytics, at the bottom, once you have at least one invoice that is not cancelled.
When there are no invoices, the list shows the message No invoices found.
Invoice Analytics
For each currency you use, the card shows three figures. Currencies are never added together. In the example above, the USD block and the GBP block are separate.
- Total Revenue: the total of invoices marked Paid.
- Outstanding Balance: the total of invoices that are Sent or Overdue.
- Average Invoice Amount: the average total of all invoices that are not cancelled.
Create an invoice
- Press New Invoice.
- Choose the Project. This is required.
- Optionally choose a Client. Clients come from Client Profiles. Choosing one fills the Bill to block.
- Pick the Date (the issue date) and the Due date. Both are required, and the due date cannot be before the issue date.
- Check the Currency. It is written as three capital letters, for example
USD, and the field turns what you type into capitals. - Add Notes if you want (up to 2000 characters).
- Press Create. Use Cancel to close the dialog without saving.
New invoices start as Draft.
Work with an invoice
Press an invoice row to open it. You will see the Bill to block, the Line Items (description, quantity times unit price, amount), the Subtotal, the Tax line when tax applies, and the Total. The buttons at the bottom depend on the status.
A Draft invoice
The example invoice HDEMO-2026-001 is a Draft for Laura Mendes. Its Bill to block shows her client profile as it is today. Two line items add up to a subtotal of $1,360.00, tax at 8.25% brings the total to $1,472.20.
What you see
- The invoice number, the client, the issue date, the number of items and the total.
- The Bill to block, with a note only once the invoice is sent (see below).
- Line Items, each with its quantity, unit price and amount.
- Subtotal, Tax and Total.
- The buttons at the bottom: Export, Mark as sent and Delete.
A Sent invoice
Invoice HDEMO-2026-002 for Daniel Okafor is Sent. It has Mark Paid instead of Mark as sent, and its Bill to block carries the note "Details as they were when the invoice was sent."
| Button | When it appears | What it does |
|---|---|---|
| Export | Always | Opens your browser's print dialog for the page. Choose "Save as PDF" there to keep a file. |
| Mark as sent | Draft invoices only | Moves the invoice to Sent and freezes the Bill to details. |
| Mark Paid | Sent or Overdue invoices | Moves the invoice to Paid. |
| Delete | Always | Asks you to confirm, then deletes the invoice. |
Export does not create a file by itself. It uses the browser's print function, so the result depends on your browser's print settings.
The Bill to block
Bill to shows who the invoice is addressed to: legal or billing name, address, Tax ID, email and phone, taken from the client profile.
- On a Draft, it shows the client's current details. If you edit the client, the draft changes too.
- When you press Mark as sent, the details are copied onto the invoice. From then on you see the note "Details as they were when the invoice was sent." Later edits to the client do not change a sent invoice.
If you did not choose a client, there is no Bill to block.
Review historical billing
This section is for older invoices that billed hours but did not record which time entries they used.
- Under Review historical billing, choose a Project.
- If nothing needs attention you will see "No invoice lines need review."
- For each line listed, tick the time entries under "Select the time entries used for this line" until the hours match. The line shows "Selected: x h / Invoice: y h".
- Or tick "I confirm this was a manual line and used no tracked time." if no tracked time was used.
- Press Save and confirm. The link is permanent, and the selected time entries cannot be billed again. Amounts on the invoice never change.
Save stays disabled until the selected hours equal the invoice hours (or you ticked the manual confirmation).
FAQ
There is no separate PDF button. Open the invoice and press Export. Your browser's print dialog opens, and you can choose to save as PDF there.
Yes, but the sent invoice keeps the details from the moment you pressed Mark as sent. Only drafts follow the client's current details.
Mark as sent only appears on Draft invoices. Mark Paid only appears on Sent or Overdue invoices. A Paid invoice has neither button.
Invoice Analytics never adds different currencies together. You get one block per currency.
Invoices needs a paid Project Manager plan. The gate shows View plans, which takes you to the plans page.