Free-form invoices

Not every invoice comes from tracked hours. A free-form invoice lets you type your own line items — a fixed fee, a product, a deposit — without pulling from timesheets. It is an owner or admin task, alongside the rest of the Invoices section. For invoices built from hours instead, see invoicing tracked time.

Creating a free-form invoice

1. Open Invoices and select Free-form invoice.
2. In the New invoice window, choose a client under Choose a client….
3. Add an optional Subject, and for an invoice you can also set a PO number and a three-letter Currency (it defaults to your workspace currency).
4. Enter a Tax % and a Discount % if they apply.
5. Build the line items (below), then select Create invoice.

The new invoice opens as a draft you can keep editing.

Line items and item types

Each line has an item type, a description, a quantity, and a unit price, and the amount is quantity times price. Use Add line to add rows and the × button to remove one. The type picker defaults to Service and Product, but if your workspace has defined its own labels under Configure, those appear here instead — see configuring invoices and e-invoicing. The type controls whether a line behaves like billable service hours or a flat product line.

Taxes and discounts

An invoice carries a Discount, a Tax, and, when enabled, a second Tax 2. On a free-form invoice you enter the tax and discount percentages directly in the create window. If you leave them blank, your Configure defaults and the client's own defaults fill in where set; a line with no value simply does not print. The totals block shows the subtotal, then any discount and each tax, then the total.

Due terms

The due date comes from your Payments due setting under Configure — Upon receipt, a Net 15/30/45/60 term, or a custom number of days after the issue date. Set it once as your default and every new invoice inherits it, with a client override taking precedence where one exists.

Payments and statuses

An invoice moves through a set of statuses shown as a colored badge:

• Draft — visible only to admins; still fully editable.
• Open — recorded as sent. Select Mark sent to move a draft here.
• Partial — some, but not all, of the balance has been paid.
• Paid — the full amount has been recorded.
• Closed — written off. Use Close (write off) on an open or partly paid invoice.

To record money against an open invoice, enter a date and amount in the Payments panel and select Record payment. The status updates itself from the payments: it becomes Partial once part of the balance is covered and Paid when the whole total is recorded. You can remove a payment with the × beside it. To let the client view the invoice online, copy its client link; to email it, use Email invoice.

Deleting a draft you decide not to send is safe: select Delete draft and the invoice disappears. Free-form invoices have no tracked entries attached, so nothing needs to be released.