Invoices

The Invoices section is your central location for generating and managing billing. The main overview provides a comprehensive list of all invoices that have been created, allowing you to easily track what needs to be sent, what is awaiting payment, and what has been resolved.

Invoice Statuses

To help you manage your billing pipeline, every invoice goes through a lifecycle tracked by its status. You can manually update these statuses as the invoice progresses:

• Draft: The default status when an invoice is first generated. It remains a draft while you review and finalize the details.
• Sent: Update the status to Sent once you have dispatched the invoice to your client.
• Complete: Once the client fulfills and pays the invoice, mark it as Complete.
• Void: If an invoice was sent but will not be paid (e.g., cancelled or disputed), mark it as Void to maintain an accurate historical record of billing attempts.

Creating an Invoice

When generating a new invoice, Time Assign supports two distinct billing methods depending on your project's structure: Fixed Fee and Time & Expense.

Fixed Fee Invoices

Fixed fee invoices are generated based on project milestones or deliverables rather than hours worked.

1. Prerequisites: Before you can bill for a fixed fee project, the individual line items must be marked as Complete within the project settings.
2. Generation: To create the invoice, simply select the completed line items you wish to bill for. The system will automatically compile them and generate the draft invoice.

Time & Expense Invoices

Time and expense invoices are used for projects where clients are billed based on tracked hours and out-of-pocket costs.

1. Select a Period: Choose the specific date range (billing period) you want to invoice.
2. Automatic Compilation: The system will automatically search for and pull in all time and expense entries that are both approved and unbilled within that selected period.

Important Billing Rule: To prevent duplicate billing, once time entries, expense entries, or fixed-fee line items are billed and the invoice is paid, they are locked. They cannot be pulled into or billed on any future invoices.