Creating an invoice overview

Table of Contents

  • Hubstaff now has a robust invoicing tool that allows you to easily generate invoices for your clients and send it to them directly, as well as record payments for your invoices.

    Invoice Fields

    To customize the organization details that show on your invoice you will want to go to your organization settings.

    All fields are optional but will also update anything on the General settings page. You can add your organization’s addresslogotax IDtax ratepayment terms, and a note. The note if filled in here will be shown if there is nothing filled in when creating an invoice. Once done you have to click Save.

    Invoice settings

    Creating an invoice for clients

    Step 1

    Click New invoice.

    Invoice settings

    Step 2

    Select your client, specify the issue date and due date, then set a custom invoice number or leave it at the default.

    Invoice settings

    Step 3

    Add your own line items or have Hubstaff generate them for you, specify tax or discount percentages, and add any additional information you need.

    Invoice settings

    Step 4

    Select Save as draft to come back to the invoice at a later date or press save and send to prompt the sending options.

    Invoice settings

    Step 5

    In the To field enter the email address for the person you wish to send the invoice to.
    The message field will auto populate the invoice number, sent date and due date however, you can enter any text in the message field.

    The invoice URL allows your client to go directly to the invoice without having to click the link from their email.

    Click send to send the invoice to your client.

    Invoice settings

    Setting bill rates

    Before you can setup Automatic Line items you will first want to setup your employees bill rates.
    You can do so by following these steps:

    Step 1

    Go to your members area on your dashboard.

    Step 2

    Click the Edit button in the bill rate column next to the specific employee.

    Invoice settings

    Step 3

    Select whether your employee is going to be hourly or a fixed rate, then select the amount they are going to be paid.


    Automatic line items

    With our invoices you have the option to manually add the line items or have them auto populated.
    To auto populate the lines follow the steps below:

    Step 1

    On your new invoice, click Generate line items.

    Step 2

    Set your date range, project, member, and line item filters as needed, then click Generate.

    Creating invoice for employer

    Step 1

    To get started with invoicing the organization, simply click on the Invoices tab on the left sidebar and then Team. An employee (non-organization owner) won’t see the Clients and Team tabs.

    Invoice settings

     

    Step 2

    Click New invoice.

    Invoice settings

    Step 3

    Select your client, specify the issue date and due date, then set a custom invoice number or leave it at the default.

    Invoice settings

    Step 4

    Add your own line items or have Hubstaff generate them for you, specify tax or discount percentages, and add any additional information you need.

    Invoice settings

    For automatic invoice items go to the link here.

     

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