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Invoicing

From “job’s done” to “sent” in a minute — and a ledger that always says what’s still out.

The invoicing ledger — paid, unsettled and ready-to-invoice tiles over the project rows

The ledger

Three tiles head the page — Paid this fiscal year, Unsettled (out, with the overdue slice named), Ready to invoice (finished work nobody’s been asked to pay for) — and the table shows every project exactly once, in three arrangements: a flat List by latest activity, or grouped By status / By date into Open and Settled. The word for money out is outstanding, page-wide.

Raising an invoice

The billing menu, open — In full, Certain days, or Upload a custom invoice

Every open row carries one dark control — Invoice → — and its menu holds the three ways to bill: everything remaining, certain days (paint which — only days the booking actually worked are paintable, and days already on an invoice can’t be claimed twice), or on flat-fee work a share of the fee. Line items assemble from the painted days at the project’s rate, extras included; a final invoice picks up whatever partials left behind. Invoices made outside toqe upload into the same ledger and count the same.

Sent, then paid

Each row’s one always-there control holds only the forward move — these are the ledger’s own seats:

Invoice →
work left to bill — opens the billing menu
Mark sent
raised, not sent — starts the payment clock
Mark paid
out and waiting — settles it when the money lands
Paid ✓
settled — the way back rides its hover

Marking sent is the act that matters: it starts the payment clock (from the client’s terms), fixes the invoice number for good, and moves the project to Invoiced. Marking paid settles it — the paid date is editable afterwards, because catching up on a week of bank statements shouldn’t stamp everything “today”. The project’s status follows its paperwork on its own: all invoices paid means Paid, any sent means Invoiced — from whichever door you mark, this tab, the bell, or the row.

Numbers, VAT and the sheet

References default to date-based (YYMMDD plus a counter). If your country requires an unbroken sequence, Settings → Invoicing switches to sequential numbering — the next number is derived from the ledger itself so it can never drift, “Start from” lets you arrive from another system mid-sequence, and a number that has been sent is spent forever, even if the invoice is later deleted.

Where VAT applies, the page names its bases: the work is worth its pre-tax gross (your income), the paper asks for the total with VAT (the cash that moves) — quiet “incl. VAT” / “+ VAT” keys sit under the figures, and hovering any amount spells out the arithmetic. The PDF itself carries your logo, signature and per-currency bank details — and underneath the page a person reads, every export is a compliant e-invoice: EN 16931 / Factur-X, XRechnung for Germany, signed Facturae for Spain.

If a project ends up billed for more than it’s worth — a duplicate, or work that shrank after billing — the row says so plainly. Dismissing the note remembers the gap, so it stays quiet unless the numbers move again.