How do I create and send an invoice?
Create an invoice in Draft, add line items or snapshot billables from usage records, purchase orders, and approved timesheets, then send it to the customer. Invoice statuses then track delivery, viewing, and payment automatically.
Updated August 29, 2026 · Verified against INVOICE-FEATURES.md — Invoice Lifecycle, Invoice Creation, Turning it on; CUSTOMER-CREDITS.md — Turning it on
Steps
- 1Enable Invoices (AR) under Settings → Workflow → Features (Finances module required)
- 2Set numbering, defaults, and header/footer under Settings → Finances → Invoices
- 3Create the invoice — it starts as a fully editable Draft
- 4Add line items: snapshot from usage records, purchase orders, and approved timesheets, or add manually
- 5Send the invoice to the customer
- 6Track Sent → Viewed → Partial → Paid as the customer opens and pays
Turn invoicing on
Invoicing requires the Finances module plus the Invoices (AR) toggle:
- Location: Settings → Workflow → Project & Work Order Rules → Features (direct link:
/a/settings/company?tab=features) — set Invoices (AR) on. Requires the Administrator role. - Invoice defaults, numbering, header/footer, and CC email:
/a/settings/finances?tab=invoices. - Holdback/retainage settings:
/a/settings/finances?tab=holdback.
Where line items come from
Invoices use a single-source aggregator that snapshots billable items from four sources:
- Usage records — materials and equipment consumed on site
- Purchase orders — approved vendor purchases
- Labor (timesheets) — approved employee time entries
- Manual line items you add directly
The invoice lifecycle
| Status | Meaning |
|---|---|
| Draft | Created but not yet sent — fully editable |
| Sent | Delivered to the customer — limited editing |
| Viewed | The customer has opened the invoice |
| Partial | One or more payments received, balance remaining |
| Paid | Fully paid (amount paid ≥ total) |
| Void | Cancelled — preserved for audit, not deleted |
Status transitions are automatic when payments are recorded: a partial payment moves the invoice to Partial, full payment to Paid.
What it looks like in WorkSkedge
Frequently asked questions
Why don't I see the Invoices (AR) toggle?
The Finances module must be enabled for your company first, and changing the toggle requires the Administrator role.
Can I edit an invoice after sending it?
Sent invoices allow only limited editing. If an invoice is wrong, void it (which preserves the audit trail) and issue a corrected one.
Where do I set the invoice number format?
Under Settings → Finances → Invoices you can set the numbering prefix, next sequence number, padding, header/footer, and a CC email.
Do invoices update themselves when the customer pays?
Yes — recording a payment automatically recalculates the amount paid, balance due, and moves the status to Partial or Paid.