Open Invoices. Two tabs: billable, what clients owe you, and payable, what you owe your team.
Generating
Invoices are cut automatically at the end of each pay cycle. Generate does the same thing on demand for the most recently completed period.
Running it twice is safe. The second run reports that there is nothing new instead of creating duplicates, because an invoice for a given subject and period exists once.
Check the drafts first
Anything in draft is asking for attention. The usual reason is a line whose rate could not be resolved, so the invoice is held instead of sent short.
Open the invoice and look for lines marked as having no rate. Set the missing rate, or type a rate onto this invoice specifically, and it moves to issued.
Sending
Use Email to send it to the client, or to the member for a payable invoice. You can also download the PDF and send it yourself.
The invoice records when it was sent and to whom. Send again re-sends the same document, which is useful when a client says it never arrived.
Marking paid
Settle an invoice with Mark as paid. For billable invoices, a client can do this themselves, and it is the only change a client can make anywhere in the product.
Marking paid does two things beyond the label: those hours are recorded as billed so nothing bills them twice, and the rates behind them are frozen so a later change cannot alter a settled amount.
Administrators can un-mark an invoice paid if it was a mistake. Clients cannot.
Overlap warnings
After a payment you may be told other unpaid invoices cover some of the same days. That means the same hours are about to be billed twice. Cancel the stranded duplicates, and there is a bulk action for exactly this.
Cancelling and deleting
Cancel an invoice that should not be paid. It stays on the record, owed by nobody, and frees its dates for a fresh one. Delete only a draft that should never have existed.
A monthly rhythm that works
- Generate, or let the schedule run.
- Clear the drafts by setting missing rates.
- Skim the billable tab for anything obviously wrong before it reaches a client.
- Email them.
- Mark payments as they arrive, and cancel anything overlapping.