The Invoice Form is displayed when you are creating a new invoice or modifying an existing one. When creating a new invoice, you will see a layout similar to the image below. The Name and Description fields are self-explanatory. The Milestone field uses the Autocompleter functionality. When you begin typing in this field, milestones with names matching what you have typed will appear in a drop-down list. When the field is empty, clicking in it once will function the same as a normal select list (i.e. all values will be shown). Milestones are optional for invoices. The Tags field allows you to add a tag to the invoice. Tags can be used to quickly search related items.

The Valid Until field is used to set a date on which the invoice expires. The Visibility radio buttons determine whether or not this invoice is marked as private. Users can only see private items if their access role allows. The Payment Status list is used to mark the invoice as paid, unpaid, or refunded. The status will be automatically updated when online payments are made, but it is useful if you accept offline payments or if you need to manually refund the invoice. The Payment Method list determines which payment method should be used when the client pays the invoice online. The method set as default in the Payment Gateways section of the administrator panel wil be selected by default on a new invoice form.

The Notify Assignees checkbox is available if the invoice currently has assignees or if your Access Role allows you to assign people (in which case, you will also see a Manage button to the right of Assignees). If the Notify Assignees box is checked then an email notification will be sent to all assignees when the invoice is saved, provided that you have defined email templates for invoices. Clicking the Manage button will pop up a modal window where you can assign and/or unassign people to the invoice.

Adding Time To An Invoice

The time section is displayed below the invoice details. This section allows you to add billable times to the invoice. Click the "Add Time" button to add one or more time entries.

Clicking the "Add Time" button pops up a modal window with a list of billable times on the project. Please note that if a time is already associated with an invoice then it will not be available in the list to be added to other invoices. Select the checkbox next to the name of each time entry that you would like to add to the invoice.

Clicking the "Add" button on the Add Times modal will add the times to the current invoice. Clicking the red X icon to the left of a time will remove it from the invoice. The Rate field allows you to enter the rate at which the client should be charged for each time entry. After you enter a rate, the Total value for that time entry will be updated. The total for all time entries will be listed at the bottom of the invoice.

Adding Services To An Invoice

The services section is displayed below the time section. This section allows you to add services rendered to the invoice. Click the "Add Service" button to add a new row. You can click the "Update Totals" button at any time to re-calculate the values for all times and services.

Service Autocompleter

The service field uses the Autocompleter functionality. When you begin typing in this field, services with names matching what you have typed will appear in a drop-down list. When the field is empty, clicking in it once will function the same as a normal select list (i.e. all values will be shown).

Editing A Service Description

When a service is added to an invoice, the description and price fields are populated with the default data for that service. Clicking the "Edit" link below the description will pop up a modal window allowing you to edit the description for the chosen service. Please note that this will only change the description for the service on the current invoice. The default description for the original service will remain untouched.

Saving the new description will close the modal and replace the description on the form with the one you just set. The Quantity field allows you to define how many times each service was rendered. The Price field is filled in with the stored value for the service, but you can change it as you see fit. The Subtotal for each service is calculated by multiplying the quantity by the price. The Discount field allows you to discount each service by a percentage or dollar amount. The Tax list allows you to add tax to each service. The Total field is calculated by subtracting the discount from the subtotal and adding the tax.

Create A Service On The Fly

Services are manged from the Services section of the administrator panel. You can also create a new service from the invoice form by typing the unique name for the service into the Autocompleter field. When you leave the field, or when you press the return key in most browsers, a confirmation dialog will ask if you would like to create the service. Selecting "Cancel" will close the dialog and clear the service field. Selecting "Ok" will pop up a modal window allowing you create the service.

The New Service modal allows you to set the name, price and description for the service you are adding. The name field will be pre-filled with the name you typed in the autocompleter field earlier, but you can change it if you wish. Saving the service will close the modal, store the service to the database, and add the service to the invoice form.

Time And Service Details

Once you have added time entries and services to an invoice, the form below the details section will look similar to the image below. The totals block at the bottom shows the subtotal for all time entries, a sum of all the service subtotals, discounts, and taxes, and the grand total for the entire invoice.