Invoices

Turn tracked time into invoices, adjust line items, download a PDF or CSV, and send the invoice to your accounting system.

Overview

Invoices pull together billable work for a client. You can start from scratch or from a report so line items match a filtered slice of time.

Create an invoice

1. Open Invoices and start a new invoice.
2. Choose the client, dates, and numbering options shown on the form.
3. Add line items: pick time entries or enter manual lines with quantity and rate.
4. From a report, you may be able to pre-fill line items using the same filters you used for the report.
5. Review tax and totals, then save as a draft or finalize depending on your process.

Your profile can supply default currency, tax label, tax rate, and company or bank text so new invoices start with consistent wording.

Find invoices

1. Use the invoice list filters to narrow by date range, client, invoice number, amount, or status.
2. Clear filters to see everything again.

Line items and time

• Each line can describe work, hours or quantity, rate, and amount.
• Lines can link back to underlying time entries when created from tracked time.
• Adjust rates or descriptions before sending if you need to match a contract.

Download or send to accounting

Open an invoice and use the Export menu. It always lists every option, whether or not you have connected an accounting system before.

Download a file

• PDF — the invoice as your client should see it, including your company and bank details.
• CSV — one row per line item with the invoice details repeated on each row, for spreadsheets and generic importers.
• CSV for QuickBooks Online and CSV for Xero — laid out for those two importers, which expect specific column names.

Send it straight to your books

• Pick QuickBooks Online, Xero, FreshBooks, or Wave.
• If you have not connected that system yet, Timen takes you through its sign-in first and then sends the invoice. Approval opens in a small window, so you stay on the invoice.
• Timen finds your client in the accounting system or creates them, then creates the invoice with its line items, dates, currency, discount, and tax.
• Edited the invoice after sending it? Send it again — Timen updates the invoice it already created instead of adding a duplicate.

Good to know

• After each send, Timen compares the total your accounting system actually booked against the invoice you raised, and tells you if they differ.
• Wave cannot accept an invoice carrying tax or a discount, and has no way to update an invoice once sent, so a corrected invoice cannot be re-sent there.
• Xero rejects invoices in a currency your organisation has not enabled. Add the currency in Xero first.
• The CSV for Xero uses account code 200, "Sales" in Xero's default chart of accounts. If yours is customised, change that column before importing.

Invoice status

Move the invoice through states such as draft, sent, or paid as you work through your billing process. Status is yours to set — Timen does not change it for you when you download or send an invoice.

Who can manage invoices