How do I invoice my employer (organization)?

Now organization members (employees) can easily invoice employers or the organization they’re a member of. Owners and managers can also use this to invoice the organization.

Table of Contents

Managing Invoices

Payments

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.

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Creating a New Invoice

Step 1

Click New invoice.

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Step 2

Specify the issuing and due dates, then set a custom invoice number or leave it at the default.

new

Step 3

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

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Automatic Line Items

Hubstaff can calculate line items for you based on your amount of time you’ve tracked.

Step 1

On your new invoice, click Generate line items and set your date range, project, and line item filters as needed, then click Generate.

generate

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

Step 2

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.

Filtering Invoices

You can use a few different filters to view your invoices for just a particular date, member, status and then click Apply.

filter

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 on Back to invoice. Non-organization owners will skip this step.

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Step 3

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 on Back to invoice. Non-organization owners will skip this step.
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Step 3

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.

closed

Step 2

Click on Back to invoice. Non-organization owners will skip this step.
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Step 3

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


Deleting an Invoice

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


Recording payments

Marking an invoice paid

Step 1

Click on the invoice you want to mark paid.
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Step 2

Click Back to invoice. Non-organization owners will skip this step.

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Step 3

Click Record payment.
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Sample Invoice

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

sample

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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