Create an invoice

Applies to Workletto 1.x.

Admins and managers make invoices from a client’s billable time and expenses that aren’t on an invoice yet. Everything happens on one page: your choices on one side, and a preview of the invoice as your client will see it on the other. On a narrow screen the preview comes below the choices.

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Start an invoice

Open Invoices. Under Ready to invoice you see each client with billable time or expenses not yet invoiced, or a fixed fee with something left to bill (“$8,000.00 of fixed fees left to bill”). Click Create invoice next to a client, or click New invoice and choose the client yourself.

Choose what goes on it

• Client. The preview shows the invoice once a client is chosen.
• Time and expenses from. Everything not yet invoiced, or Only between two dates with a From and To date. With dates, the invoice says which period the work was for. A note under it says what’s included, like “Includes 7:35 hours ($947.88).” If the From date is after the To date, Workletto says “The start date is after the end date.” and “Fix the dates to see the invoice.”, and Create invoice stays off until you do.
• Fixed fees. Shown when the client has a fixed fee project with something left to bill. See Bill a fixed fee below.
• Lines. One line per project, per person on each project, per task, or per time entry. With one line per project, a project billed at each person’s own rate gets a line per person, since their rates differ.
• Include billable expenses. On by default. Each expense gets its own line.
• Issue date and Due date. The due date starts from your payment terms. The Due in menu beside it sets the date for you, and a new issue date keeps the same terms.
• PO number. The client’s purchase order number, if they gave you one. Up to 50 characters.
• Subject. What the invoice is for, like “Website redesign, phase 1”. It’s printed under the invoice details. Up to 200 characters.
• Discount and tax. A discount is a percentage or an amount, and comes off the subtotal; tax is added to what’s left. A discount amount larger than the subtotal isn’t allowed: a note under the box says “The discount is more than the subtotal, so it’s reduced to” and the subtotal. See invoice settings for an example.
• Notes. Payment details or a thank-you, printed at the bottom. It starts with the notes from the invoice settings.

The preview changes as you go. Discount, tax, dates, PO number, subject and notes show straight away; the lines follow a moment after you change the client, the period, the grouping or the expenses box. The amounts are worked out exactly as on the saved invoice.

Each time line shows its hours to three decimals, and charges exactly that many hours times its rate, so your client can check every line with a calculator: 7:35 is 7.583 hours, and 7.583 × $125.00 = $947.88. Reports calculate from the exact seconds instead, so an invoice can differ from Reports by a few cents. Under the Create invoice button you see the total and the number the invoice will get.

Time that’s still running isn’t included. Non-billable time never goes on an invoice.

Bill a fixed fee

A fixed fee project’s time never goes on an invoice as hours. You bill its fee instead, in full or in parts.

1. Under Fixed fees, tick the project’s box, such as Bill the Rebrand fee.
2. Amount to bill starts as everything that’s left of the fee. Change it to bill part now and the rest later, such as a deposit. The note under it says how much is left of the fee.
3. The fee goes first on the invoice, as one line like “Rebrand – fixed fee”, with a quantity of 1.

An amount above what’s left is refused, for example “That’s more than what’s left of the Rebrand fee to bill ($8,000.00).” Once the whole fee is on invoices, the project no longer appears under Fixed fees.

A project with a fee per phase lists each phase with something left to bill, such as Bill the Library – Schematic Design fee. Each phase you tick becomes a line of its own, like “Library – Schematic Design – fixed fee”, and can’t be billed beyond what’s left of that phase.

On a draft, you can change a fee line’s price within what’s left of the fee (or of its phase), or remove the line to bill that part later. Deleting a draft does the same. The project’s overview shows what’s invoiced and left to bill.

Create it

Click Create invoice. The invoice is saved as a Draft and opens. Until it’s sent you can still change its number, PO number, subject, dates, discount, tax and notes (click Save changes; until you do, a note beside the button says “Save changes to update the invoice below.”), edit or remove lines, and Add a line for a fixed fee. Time and expenses on the invoice are locked until you remove them from it or delete the draft.

Opening the preview doesn’t reserve the invoice number or the time. If someone else makes an invoice in the meantime, yours gets the next free number. If some of the time or expenses changed or went on another invoice meanwhile, the page says “Some of this time or expenses just changed or went on another invoice. Try again.”

Send it

Email it from the invoice page when email is on, or click Print / Save as PDF and send the PDF yourself, then click Mark as sent.