Invoicing
How to review, approve, email, and export invoices after timecards are approved.
Invoices are generated automatically once a billing cycle closes and the related timecards are approved. As an administrator your job is to review the invoices, apply any discounts, approve them, and get them to the client — either by emailing a PDF or exporting to your accounting system.
Prerequisite — An invoice won't be ready to approve until the timecards behind it are fully approved. The Ready Status column tells you where things stand: All Ready, Some Ready, or None Ready.
Open the invoice list
In the sidebar, choose Invoicing. You'll see all invoices for the current period. Use the date range picker at the top to look at past or future billing cycles.
Understand the status lifecycle
| Status | Meaning |
|---|---|
| Draft | Generated but not yet reviewed |
| Approved | Locked and ready for export or email |
| Export Queued | Export submitted, waiting to process |
| Exported | Successfully sent to QuickBooks Online |
| Export Failed | Export attempt failed — see the Export Failure Reason column |
Approving an invoice locks the related timecards. Un-approving returns it to Draft and unlocks those timecards.
Approve an invoice
Check that Ready Status is All Ready. If it's Some Ready or None Ready, go back to Timecards and approve the outstanding cards first.
Click a row to open the invoice detail view. Review the line items and total.
To add a discount before approving, click Add Discount and choose either a percentage or a fixed-dollar amount. Enter a reason — this appears on the invoice PDF.
Click Approve. The status changes to Approved.
Once approved, the invoice is locked. If you need to make a change — add a discount, correct a line item — click Un-Approve first. The invoice returns to Draft and you can edit it.
Email an invoice to the client
Check the checkbox next to one or more Approved invoices.
Click Email in the toolbar. The system generates a PDF for each selected invoice and sends it to the billing contact on file.
The Emailed column updates with the timestamp once sent.
Export to QuickBooks Online
The Export action pushes approved invoices directly into QuickBooks Online as invoices.
Select one or more Approved invoices.
Click Export in the toolbar. The invoices move to Export Queued immediately.
Once processed, the status updates to Exported. If something goes wrong, it becomes Export Failed — check the Export Failure Reason column for details.
Export requires an active QuickBooks Online connection. If you haven't set one up yet, see Connecting QuickBooks Online.
Generate a report
For custom exports and formatted reports (e.g. a CSV for your own accounting system), use the View Reports button.