Create and send an invoice
Bill a retainer in advance, roll up approved hourly time, or convert a signed estimate, with the right billing model on each line.
An invoice asks the client for money. This article creates one three ways and explains the billing model on each line, which is what drives drawdown, revenue, and pass-through.
Steps
- Go to Billing, then Invoices, and click New invoice.
- Pick the client and brand. The brand sets the logo, From address, and the bank and wallet details printed on the PDF.
- Add lines. For a retainer in advance, add a Retainer labor line for the month's amount. To bill approved hours, choose Roll up time, pick the project and date range, and Verbial groups billable entries by task or person. To convert a signed estimate, open it under Billing, then Estimates, and click Convert to invoice.
- Set the due date and save.
- Click Send. The client receives an email from the brand with the PDF attached and a link to view and pay. Status moves to Sent, then Viewed when opened.
Which billing model goes on each line?
| Line billing model | Effect |
|---|---|
| Retainer labor | Prepaid agency labor. When paid, opens a credit pool hours draw against. |
| Retainer overage | Same mechanic, tagged as overage so it reports separately. |
| Hourly labor | Bills hours after the work. No credit, no drawdown. |
| Media (pass-through) | Third-party spend forwarded to the client. Expense, not revenue. |
| Management fee | Agency revenue on media spend. |
| Bundled media and fee | One line to the client, split internally into media and fee for the bookkeeper. |
| Drawdown credit applied | Negative line consuming credit from another paid invoice. |
| Expense, Discount, Other | Pass-through cost, credit adjustment, escape hatch. |
The client sees description, quantity, rate, and amount only. Billing model badges, bundled splits, and coverage windows are internal.
What to check
- Drawdown and overage lines accept an optional coverage window so the credit prefers entries dated inside it. Drag the end date later when work slips.
- Statuses run Draft, Sent, Viewed, Partially paid, Paid, Overdue. A nightly sweep flips past-due invoices to Overdue and notifies the creator and admins for anything due within the last 30 days.
- Deleted an invoice by mistake? An admin can restore it with its number and payment history; lines must be re-added.
- Reminders, pay links, and receipts are in Collect payment by card, bank, or stablecoin.
Questions
What is the default due date?
Due on receipt. Change it per invoice or set payment terms in the setup wizard's invoicing step.
Which time can be rolled onto an invoice?
Billable entries with bookkeeping status Complete, and optionally Partially complete. Incomplete entries are held back until the flag clears.
What happens if I remove a line that came from time entries?
The entries are unlinked, not deleted, and become available to bill later.