Invoices overview
Turn billable time and expenses into a polished invoice, send it with a pay link, and track it from Draft to Paid. Everything invoicing, in one place.
Invoices are where your work becomes money. Hoursmith pulls a client's billable, un-invoiced time (and any expenses you choose) into a draft, lets you adjust the lines, and sends it with a public link your client can pay online.
- Role
- OwnerAdminManager
Creating, editing, sending, and cancelling invoices is a manager-tier action (Owner, Admin, Manager). Recording payments, refunds, and regenerating a share link are Owner/Admin only. Members never see invoices or amounts — see Money-blindness.
Where to find it
Open Invoices in the sidebar to reach the list at /invoices. Clicking a row opens a peek
drawer with the invoice's status, totals, paid/balance, and a read-only payment history. To start
a new one, use New invoice (/invoices/new). Each invoice has a detail page at
/invoices/[id].
The invoice lifecycle
Every invoice moves through four statuses:
- Draft — a work in progress. Only Drafts can be edited or deleted.
- Sent — emailed (or marked sent) and given a public pay link.
- Paid — fully paid, usually by recording a payment.
- Cancelled — voided; linked time and expenses are released.
An invoice that's Sent with a due date in the past also shows a red Overdue chip — but "Overdue" isn't a separate status. See Statuses.
What you can do
Create an invoice
Build a draft from a client's billable time.
Grouping
Roll time entries up into the lines you want.
Custom lines, discounts & tax
Add fixed fees, a discount, and a tax rate.
Add expenses
Include billable expenses on the invoice.
Edit a draft
Change lines, totals, and details before sending.
Send an invoice
Email it with the PDF and a pay link.
PDF & print
Download a PDF or print the invoice.
Public links & views
Share a pay page and see when it's viewed.
Mark sent & paid
Move status by hand when you need to.
Record a payment
Log an offline payment like a bank transfer.
Reminders
Nudge clients about overdue invoices.
Cancel & restore
Void an invoice and bring it back if needed.
Duplicate
Copy an invoice into a fresh draft.
Statuses
What each status and chip means.
Immutable snapshots
Why a sent invoice never changes.
How invoices fit the workflow
Track time on a client's projects, keep it billable, then create an invoice and Hoursmith lays those entries out as lines. Once an entry is on an invoice it locks so your timesheet and invoices can never drift apart.
On the Free plan you can send up to 5 invoices per month. Studio raises this to 10 and Agency to 25. See Plans & limits.
Billed & locked
Once an expense is on an invoice it shows as invoiced and locks. Editing or deleting it errors until the invoice is rebuilt, cancelled, or deleted.
Create an invoice
Build a draft invoice from a client's billable, un-invoiced time. Pick a date range, choose a grouping, deselect entries, and create the draft.