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Documentation The loop

Invoices

How a won deal becomes an invoice, every field in the invoice builder, what each status means, and what the PDF prints and does not.

Billing holds your invoices, the documents that turn work into money. They sit in the same database as the deal, so an invoice is written from what actually happened.

The Billing screen: money tiles above the invoices table with status badges and row actions.
Billing. Totals, client names and amounts are your data; here they are bars.

The tiles:

Tile What it counts
Outstanding Everything still due, with the overdue part called out.
Paid this quarter Payments received this calendar quarter.
Draft invoices Written, not sent yet.

From a won deal to an invoice

An invoice starts from a won deal:

  1. Move the deal to Won. See Companies and opportunities.
  2. Open Billing → New invoice. The deal is listed under Won, not yet billed.
  3. Create invoice on its row. The builder opens with the client and one line for the package at the deal's value.

New invoice

The New invoice screen: the client picker, the Bill tracked time and Blank invoice cards, and the Won, not yet billed list.
New invoice. Pick the client first; everything below depends on it.

Pick the Client first. The list is your customers plus anyone with a won deal not yet billed. Then one of three ways in:

  • Won, not yet billed — one row per won deal; Create invoice fills it in.
  • Bill tracked time — shows the client's unbilled billable hours by project and pulls them in. See Track time.
  • Blank invoice — one empty line. For a fixed price, a product, or anything you never tracked hours against. You can still pull time in later.

The builder

The form is on the left and the PDF on the right, redrawn as you type. Below 1280px the PDF moves under the form; on a phone it is replaced by a note.

1 · Details

  • Invoice number — shown as a preview. The real number is assigned when you save, so two drafts can never claim the same one. It is your Invoice prefix and the next number from your Invoice number seed (Settings → Invoice settings): INV-1000, INV-1001…
  • Locale — sets the currency, the tax rate, the wording and the date and number format together, for example Deutsch (Schweiz) — CHF. Set manually splits them: a currency code, a tax rate, and a language — which is how you bill Swiss tax in English.
  • Invoice date and Due date. The due date follows the invoice date until you change it.

2 · Line items

Each line has a Description, Qty, Unit price and a Discount — as a percentage or a fixed amount. Lines pulled from time carry a ◔ Time mark. Under the lines, an invoice-wide Discount on the invoice total (%) comes off the subtotal before tax, and Apply Tax switches tax on or off with the rate beside it.

3 · Payment

Method What prints on the PDF
Bank transfer The chosen bank account's details.
Pay online A pay link and a QR code, and optionally your bank details under them. Needs Stripe or PayPal.
External link A URL you paste, with a QR code, in place of bank details.

4 · Wording

  • Introduction — opens the invoice, above the lines. Prefilled from Settings.
  • Additional information — prints under the totals.
  • Internal note — for your team. Never on the invoice.

Create draft invoice saves it as a draft, with its final number.

Statuses

Badge Meaning
Draft Written, editable, not sent.
Pending Sent and not yet paid.
Overdue Past its due date. A background pass moves invoices here once a day, in your time zone.
Paid Money recorded. A partial payment also reads Paid, with a … still due badge beside it.
Refunded Refunded in full at Stripe or PayPal.
Canceled Withdrawn. It stays in the list with its number.

Two more badges can sit beside the status: Disputed, when a payment is disputed, and Payment pending, while an online payment settles.

What you can do, by status

Action When
Send A draft. Nothing is emailed: the toast offers Copy pay link, and you send the PDF and the link yourself.
Edit A draft with nothing collected. Anything else can only change how it is collected.
Mark paid Money is due and no online payment is paid or pending. You enter the amount and the date; payments add up.
Reopen Refunded in full, or paid with an uncollectable remainder after a partial refund.
Cancel Draft, pending or overdue, with no online payment. If time is billed on it, you choose whether to release the hours to bill again.
PDF Always. Opens in a new tab.

There is no delete. Cancel instead: the number stays accounted for.

The PDF

A4, in one of four layouts you pick under Settings → Templates: Classic, Minimal, Corporate or Accent stripe. It prints your logo and company name, the client, the introduction, the lines, the totals, the payment block, the notes, and a footer with Thank you for your business and page numbers. An invoice raised from time adds a time report.

The wording follows the invoice's language in English, German, French, Italian, Spanish, Portuguese, Dutch, Danish, Swedish, Norwegian and Finnish.

Before your first invoice goes out

Four things the PDF does that are easy to assume otherwise:

  • The header prints your company name and logo only — not your address, tax id, email or phone.
  • An SVG logo does not print. Upload a PNG or JPG under Settings → Company & legal, or the PDF falls back to the name in larger type.
  • The brand colours in Settings do not reach the PDF. Its colours come from the template.
  • The footer is fixed. There is no setting for it.

Next

Time, and how it becomes invoice lines.