How do I invoice clients?

A video walkthrough is available. Please click here to view it

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.

Table of Contents

Managing Invoices

Managing Clients

Payments

To get started with invoicing, simply click on the “Invoices” tab on the left sidebar.


Creating a New Invoice

Step 1

Click “New invoice”.

Step 2

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

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.

 

Automatic Line Items

Hubstaff can calculate line items for you based on your team members’ billing rates and the amount of time they’ve tracked.

Step 1

Click on the “Members” tab on the left sidebar.

Step 2

Click the “Edit” button in the bill rate column and set your desired billing rate.

Step 3

On your new invoice, click “Generate line items” and set your project, member, and line item filters as needed, then click “Generate.”

It will then add the line items for the time your team members tracked during the selected range to the invoice.

Step 4

When you’re all finished, click “Save and send” if you’d like to send your invoice right away, or you can click “Save as draft” if you’d like to send it later.

Resending an invoice

Step 1

Click on the invoice you want to resend.

Step 2

Click “More actions” and select “Resend” from the drop-down.

Filtering Invoices

You can use a few different filters to view your invoices for just a particular date, organization, or client.

By client:

By date:

Editing an Invoice

Step 1

Click “Actions” next to the invoice you want to edit and select “Edit invoice” from the drop-down.

Step 2

Edit the details, then save the changes and resend the invoice if desired.

Downloading an Invoice

Step 1

Click on the invoice you want to download.

Step 2

Click “More actions” and select “Download PDF” from the drop-down.

Closing an Invoice

Step 1

Click in the invoice you’d like to close.

Step 2

Click “More actions”, then select “Close” from the drop-down.

Re-opening a closed Invoice

Step 1

Click on the Closed status drop down, click on apply, and then click on the invoice you want to re-open.

reopen

Step 2

Click on Back to invoice.
payment-0_5

Step 3

Click “More actions” and select “Reopen” from the drop-down.

Deleting an Invoice

Step 1

To get rid of an invoice entirely instead of closing it, click “Actions” next to that invoice and select “delete” on the drop-down.

Managing Clients

Create Clients

Step 1

From the new invoice creation page, click “Select a client” and select “Create a new client” at the bottom.

Step 2

Enter your client’s name, email address, and street address, then click “Save.”


Editing Clients

Step 1

Click “Select a client” on the new invoice page, then click the blue edit icon next to the client you want to edit.

Step 2

Update any details you need, then click “Save.”

Archiving Clients

If you no longer need a particular client, you can archive it and it will no longer appear on the list.

Step 1

Click “Select a client” on the new invoice page, then click the red archive icon next to that client.

Recording payments

Once a client has paid you, you can record that payment in Hubstaff.

Step 1

Select the client you want to record a payment for.

Step 2

Click “Record payment.”

Step 3

Enter the amount that was paid, the date the payment occurred on, and any additional notes about the payment.

Step 4

Click “Save”.

Sample Invoice

Here is a sample invoice of what your clients will see:

When you generate a line for time that was tracked in Hubstaff and save it as draft, that time becomes immutable. If the time is marked as immutable for any other reason (paid, project management tool export, etc.) then it can be added to an invoice as long as that immutable time has NOT already been added to another invoice.
When editing an invoice, if you want to delete a generated line item, you need to click the trash icon for the generated line item you want to get rid of and then save the invoice for that change to take effect. Likewise, those hours will change back to not immutable.
If you make any changes to an invoice and click on the Cancel button right after, then the changes will NOT take effect and the line items (regardless of whether they are manual line items or generated line items) will still be there in the invoice.

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