Invoices
Bill your client with line items, bundle in approved change orders, and track payments until every invoice is paid in full.
What are Invoices?
Invoices are the bills you send to your client to claim payment for work done. Each invoice lives inside a project, carries line items for the work or materials being claimed, and tracks exactly how much has been paid and how much is still owed. When an approved change order needs to be billed, you can bundle it straight into the invoice without re-keying anything.
Invoices live inside each project. Open any project from your dashboard and select Invoices from the sidebar to get started.
Click "Invoices" to expand · Then click any stage to see details
Creating an Invoice
Click Create Invoice to open the form. Each invoice captures:
| Field | What it means |
|---|---|
| Name | Descriptive title for your reference |
| Invoice Number | Auto-prefixed from the project code (e.g. PROJECT-INV-001) |
| Description | Optional cover note for the client |
| Invoice Date | When the invoice is issued |
| Due Date | When payment is expected |
| Currency | Inherited from your organisation's settings |
Line Items and Change Orders
Add a line for every item you're claiming. Each line captures name, description, category, quantity, unit (e.g. each, hour, m²), and unit cost — the total is calculated automatically.
When a change order has been approved on this project, click the Change Orders picker to tick the ones you want to include. Each selected change order lands in the invoice with its description, amount, and days changed — totals roll up into the invoice grand total.
Add a tax amount to include GST/VAT, then attach any supporting files (drawings, contracts, delivery notes) up to 50 MB each.
Invoice Statuses
Every invoice sits in one of seven states:
| Status | Meaning |
|---|---|
| Draft | Still being prepared — not yet sent |
| Pending | Sent, waiting on payment |
| Approved | Marked internally as approved to send |
| Partially Paid | Part of the balance has been received |
| Paid | Fully paid |
| Overdue | Past its due date with balance outstanding |
| Cancelled | Voided — no longer active |
Overdue is set automatically once the due date passes without full payment, so you always know which invoices need chasing.
Recording Payments
When payment arrives, click Record Payment on the invoice. You'll capture:
- Payment date — when the money was received
- Amount — full balance or a partial amount
- Method — bank transfer, cheque, cash, wire, or credit card
- Notes — reference number or internal memo
Every payment is kept as its own entry, so you can see the full history. The invoice's paid amount and remaining due update automatically — when the balance hits zero, the invoice flips to Paid.
Filtering and Managing Invoices
The invoice table comes with the tools you need to stay on top of billing:
- Search — match by invoice number or name
- Status filter — Draft, Pending, Partially Paid, Paid, Approved, Overdue, or Cancelled
- Date range — filter by invoice date
- Sort — by number, date, due date, total, paid amount, status, or name
- Column toggle — show or hide columns to match what you're scanning for
- Bulk select — tick rows to delete several invoices at once
- Clear all — reset search, filters, and dates in one click
Click any invoice to open and edit it. Line items, change orders, and attachments remain editable until the invoice is fully paid.