Job Invoicing

Job Invoicing converts completed work into invoices. Bill time entries and expenses directly from jobs, maintaining the connection between work performed and amounts charged.

When to invoice from jobs

Invoice from jobs when:

• Work is complete
• Milestone reached
• Time and materials engagement
• Monthly retainer billing
• Progress billing on long projects

Creating invoices from jobs

From job editor

1. Open completed job
2. Go to Invoicing tab
3. Review unbilled items
4. Click Create Invoice
5. Select billing method
6. Review and confirm
7. Invoice opens in Invoice Editor

From jobs list

1. Select job(s) in table view
2. Click Create Invoice action
3. Confirm details
4. Invoice generated

Billing methods

Choose how to bill job work:

Bill all unbilled time and expenses

Default option:

• Includes all unbilled time entries
• Includes all unbilled expenses
• Creates detailed invoice lines

Best for: Final invoice when job complete

Bill selected items only

Choose specific entries:

• Select individual time entries
• Select specific expenses
• Deselect items not ready to bill

Best for: Partial billing, milestone invoices

Bill fixed amount

Invoice set amount:

• Enter invoice total
• Creates single line item
• Or creates summary lines

Best for: Fixed-price contracts, retainer billing

Bill percentage of budget

Invoice portion of total:

• Enter percentage (e.g., 50%)
• Calculates from budget
• Creates progress invoice

Best for: Progress billing on large projects

Invoice line items

Time entry lines

Each billable time entry becomes a line:

Description: From time entry description Quantity: Hours worked Unit Price: Billable rate Total: Hours × Rate

Example:

Website design - homepage mockups    5.00 hrs @ $120/hr    $600.00

Expense lines

Each billable expense becomes a line:

Description: Expense description + supplier Quantity: 1 (or units) Unit Price: Expense amount Total: Expense amount

Example:

Stock photography - Shutterstock    1 @ $150.00    $150.00

Grouping options

By task: Group time by job task

Design Phase
  Homepage mockups    5.00 hrs @ $120/hr    $600.00
  Mobile layouts      3.00 hrs @ $120/hr    $360.00

By person: Group by team member

Design Services
  Jane Smith         8.00 hrs @ $120/hr    $960.00
  Photography        1 @ $150.00            $150.00

By date: Chronological listing

2024-01-15: Website design    5.00 hrs @ $120/hr    $600.00
2024-01-16: Mobile layouts    3.00 hrs @ $120/hr    $360.00

Line item editing

Before finalizing invoice:

• Edit descriptions
• Adjust quantities
• Modify rates
• Delete lines
• Add new lines

Changes don’t affect original time/expense entries.

Invoice preview

Review before creating:

Check these items

Descriptions: Client-appropriate language

• Remove internal jargon
• Make descriptions clear
• Check spelling and grammar

Rates: Correct billing rates

• Verify staff rates
• Check markup on expenses
• Confirm total is expected amount

Quantities: Accurate hours/units

• Round appropriately
• Check for data entry errors
• Verify totals match expectations

Client details: Correct recipient

• Right client selected
• Correct contact person
• Valid email address

Summary: Clear presentation

• Time total
• Expenses total
• GST calculated correctly
• Overall total correct

Preview actions

Back: Return to selection Edit: Modify line items Create: Generate invoice Cancel: Abort without creating

After invoice creation

Invoice status

New invoice created:

• Status: Draft
• Linked to job
• Time/expenses marked “billed”
• Opens in Invoice Editor

What happens to job

• Status may update (configurable)
• Billed items locked
• Invoice reference added
• Profitability updated

Multiple invoices per job

Jobs can have multiple invoices:

• Progress billing
• Milestone payments
• Deposit + balance
• Extra work invoices

Track in job’s Invoicing tab:

• Invoice number and date
• Amount invoiced
• Balance remaining

Partial invoicing

Milestone billing

Invoice as milestones complete:

1. Complete milestone
2. Select only that work
3. Create invoice
4. Repeat for next milestone

Progress billing

For long projects:

1. Bill percentage monthly
2. Or bill hours monthly
3. Track cumulative invoiced
4. Final invoice for balance

Deposit invoicing

Upfront payment:

1. Create deposit invoice
2. Bill fixed amount
3. Record deposit received
4. Deduct from final invoice

AU-specific features

GST handling

• Job budgets: Exclude GST
• Invoice lines: Exclude GST
• Invoice total: Add 10% GST
• Shows “Includes GST $X.XX”

Tax invoice requirements

Invoices created include:

• Your ABN (from business settings)
• “Tax Invoice” label (if configured)
• GST breakdown
• Date and invoice number

Retention/payment schedules

For construction/industry:

• Progress invoices
• Retention held
• Final claim
• Linked to job phases

Best practices

Before invoicing

Check:

• Work actually complete
• Client expecting invoice
• All time recorded
• All expenses added
• Budget vs actual reviewed
• Descriptions client-ready

Description writing

Professional, clear descriptions:

• “Website design and development services” not “Did the website”
• “Consulting - strategy development (15 hours)” not “Strategy work”
• “Stock photography license” not “Photos”

Billing frequency

Consistent billing:

• Monthly for retainers
• Milestone for projects
• Weekly for ongoing work
• Prompt for completed work

Partial billing

Track what’s billed:

• Use job invoicing tab
• Note what’s remaining
• Communicate with client
• Bill promptly for extra work

Fixed vs time-based

Fixed price jobs:

• Invoice quoted amount
• Time shows profitability only
• Variations invoice separately

Time and materials:

• Invoice actual time + expenses
• Detailed line items
• Transparent billing

Common workflows

Invoice completed job

1. Verify job status “Complete”
2. Check all time/expenses recorded
3. Open job → Invoicing tab
4. Click Create Invoice
5. Select “Bill all unbilled”
6. Review line item descriptions
7. Click Create
8. Invoice opens in editor
9. Review and add any notes
10. Send or save

Monthly retainer invoice

1. End of month
2. Open retainer job
3. Select all month’s time
4. Create invoice
5. May use fixed amount instead
6. Send to client
7. Repeat monthly

Milestone invoice

1. Complete milestone
2. Identify milestone tasks
3. Select time for those tasks only
4. Create invoice
5. Label as milestone
6. Send
7. Continue to next milestone

Progress invoice (50%)

1. Job partially complete
2. Go to Invoicing tab
3. Select “Bill percentage”
4. Enter 50%
5. Or manually select about half the time
6. Create invoice
7. Later invoice for remainder

Troubleshooting

No unbilled items showing

Check:

• Time entries marked billable
• Expenses marked billable
• Items not already billed
• Correct date range

Wrong client on invoice

• Check job has correct client
• Can change in Invoice Editor
• Verify before sending

Rates look wrong

• Check staff billing rates
• Verify expense markups
• Edit in invoice if needed
• Update rates for future

Time entries missing

Check:

• Time recorded against this job
• Time marked billable
• Date range includes entries
• Not already billed on other invoice

Can’t create invoice

Check:

• Job has client assigned
• You have invoicing permissions
• Unbilled items exist
• Job not already fully invoiced

Integration with other modules

Jobs

• Invoice links to job
• Billed items marked
• Profitability updated
• Status may change

Invoices

• Standard invoice created
• Editable in Invoice Editor
• Sent via normal process
• Payment tracked normally

Quotes

• Original quote linked
• Compare quoted vs actual
• Variations tracked

Reports

• WIP (work in progress) reports
• Unbilled time analysis
• Revenue recognition
• Job profitability

Related pages

• Job Editor - Managing job invoicing tab
• Invoices - Invoice management and sending
• Invoice Editor - Editing created invoices
• Time Tracking - Recording billable time