On the paid version, you can create invoices for your billable projects.
If the project does not show up in the 'Uninvoiced' view, please check the following:
The project needs to have a client assigned.
The project needs to have a billable method and rate set up correctly, or a flat fee, and at least one time log.
Have you set your billable rates yet? Learn more about different billable methods here >>>
Manage your Clients
To add or edit your list of clients or client details, navigate to Projects > Clients. The client details that you enter here will be used on the invoices.
Furthermore, you need to assign the client to all related projects. To add a client to the project, go to the Projects tab, open the project, and click 'Edit project':
‘Uninvoiced’ tab
Please navigate to ‘Reports > Invoicing’ to get a list of all items available for invoicing.
By default, all uninvoiced items from the entire history will be displayed here. You can change the date range by clicking on the calendar icon and selecting any custom period you need for your invoice:
Use filters to narrow down the list, select a Client/Project that you wish to bill, and then click ‘Create invoice’.
'Manage invoice' view
When you are creating an invoice for a single client, you will be redirected to this view. Here you can change the properties of the invoice while it is still in draft status.
You have different options here:
You can update the invoice title and number.
If you've predefined tax when creating a client, the set tax will automatically be applied, but you can update it on individual invoices. By default, expenses are not taxed, but you can select to 'Tax expenses' if needed.
You can apply a discount to the items in a percentage or a total amount. The discount is not applied to expenses.
The 'Quantity' column and Billing period can be removed from the invoice if needed.
The breakdown by tasks can be added to the invoice.
In the 'Invoice text' field, you can add text that will be displayed at the bottom of the invoice.
In the 'Notes' field, you can add text that will not be displayed on the invoice.
The default invoice due date is set at 14 days, but it can be changed on individual invoices.
Once you are ready to issue the invoice, click the green 'Create invoice' button. This will lock most of the fields. Only the internal 'Notes' and 'Status' fields will remain editable.
Once the invoice is created, you can download it to PDF or Excel or email it directly to your client or yourself:
When you receive the payment, you can mark the invoice as 'paid' or 'partially paid':
Invoicing a flat fee
To create an invoice for a flat fee, you need to enter the flat fee on the project overview and add at least one time log to the project. Then you can issue an invoice in the Uninvoiced tab.
When invoicing a flat fee, you can select the date range for the invoice. Only the time logs from the set date range will be marked as 'invoiced'. The rest of the time logs will remain included in the 'Uninvoiced' view, so that you can issue a flat fee invoice for a different period.
If you wish to include all existing time logs and expenses in the invoice and mark them as invoiced, make sure to set the date range to 'All time'.
The set flat fee can be invoiced multiple times. After issuing an invoice, the flat fee will reappear as an item in the Uninvoiced view when new time logs are added to the project.
How to correct a mistake on an issued invoice?
If you made a mistake on the created invoice, you can simply delete it, and all items from the invoice will appear in the 'Uninvoiced' view again.
Once an invoice is created, all time logs that are included in the invoice period will become locked. If you need to edit the logs, you will need to delete the invoice first. Then you will be able to edit the time logs and create the invoice again.
Invoice formatting
Unfortunately, it is not possible to format the invoice in My Hours. If you wish to change or add something to the invoice layout, we advise you to download the invoice in Excel format. Then you can adjust it in Excel and save it as a PDF afterward.
It is also not possible to show more details (such as individual time logs) directly in the invoice. In such a case, it is best to attach the Detailed report to your invoice. You will be able to fully customize it and select the level of detail and which columns to show. Here's how >>>
'Invoiced' tab
If you switch to the 'Invoiced' tab of Invoicing, you'll find a list of generated invoices for the selected date range.
You can filter your invoices by client or by invoice status (draft, unpaid, partially paid, paid) and export the list of invoices.
If you click on a specific invoice, the 'Manage Invoice' view will open. While still in draft, you will be able to edit all the details, and once the invoice is created, you will be able to update its payment status (unpaid, paid, or partially paid) and add internal notes.