The Invoicing tab is a critical component of the Finance section, allowing you to manage all active invoices and drafts associated with different customers. This functionality is essential for maintaining accurate financial records and ensuring timely payments.

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Managing Invoices

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Invoice Inbox

The Invoicing tab features an email-like interface for managing your invoices efficiently:

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Left Panel: Invoice List

Each invoice appears as a selectable item displaying key information at a glance:
  • Customer name
  • Total amount
  • Due date
  • Invoice status (Draft/Sent/Paid/Overdue)
  • Invoice number
  • Title (if added)

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Right Panel: Invoice Preview

When you select an invoice from the list, a preview appears in the right panel. This intuitive layout makes it easy to browse through multiple invoices while keeping important information readily visible. The preview panel allows you to quickly review invoice details without leaving the main interface, similar to how email clients display message contents.

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Sorting and Filtering

The invoice list can be organized according to your preferences using various sorting options:
  • Last Created: Sort invoices by their creation date (newest to oldest)
  • Due Date: Arrange invoices based on payment deadlines
  • Issued At: Order invoices by their issue date
  • Title: Sort invoices alphabetically by title

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Search Functionality

Located in the top right corner, the search input allows you to quickly find specific invoices Enter text to search through customer names and invoice titles and results update in real-time as you type This combination of sorting and search capabilities helps you efficiently manage and locate invoices, especially when dealing with a large volume of records.

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Invoice Operations

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Creating New Invoices

To create a new invoice:
  1. Click on the + Create Invoice button located at the top right corner of the table.
  2. In the dialog that appears, select your customer from the dropdown menu.
  3. Click Create. You will be redirected to a page where you can complete the information.

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Required Fields

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Critical Information

  • Customer (required): The customer associated with the invoice. This field is pre-filled based on your selection when creating the invoice. Note that once you create a line item, you cannot change the customer to prevent data corruption, especially when time entries are associated with line items.
  • Project (required): The project linked to the invoice. The project options will be filtered to only show projects associated with the selected customer.
  • Line Items (required): A section to detail the products or services billed. See “Managing Line Items” section below for creation and update details.

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Timing and Payment

  • Due Date (required): The date by which payment is expected. Also sets the payment terms (e.g. 60 days) by calculating the days between Issue and Due Date
  • Issued At (required): The date the invoice is issued.
  • Currency (required): The currency in which the invoice is issued.

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Additional Details

  • Title (optional): A brief description of the invoice.
  • VAT (optional): The tax rate applicable to the invoice (label can be customized to VAT, GST, Sales Tax etc. by clicking on “VAT”).

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Managing Line Items

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Creating Line Items

Due to bookkeeping compliance laws, each line item must be associated to a product. Products can be created in finance -> settings Each line item contains the following properties:
  • Description: A detailed explanation of the product or service
  • Quantity: The number of units being billed
  • Amount: The price per unit
  • Discount (optional): A percentage or fixed amount discount that can be applied
When it comes to creating line items, there are two options available:
  1. Choose Time Entries: Ideal for Time and Materials projects, this option automates creating line items from time entries:
    • Select a project if not already chosen
    • Pick a product (e.g., consulting hours, expenses, travel)
    • Filter and select time entries for that project (defaults to approved and unbilled entries)
    • Review and confirm - the system automatically sets unit pricing based on time entry rates
    Creating line items this way marks the time entries as billed automatically, preventing double-billing and saving time by eliminating the need to manually update time entry statuses.
  2. Choose Product Only: Perfect for fixed price projects, simply select a product from your inventory to create the line item and change price and quanitity as required.

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Editing Line Items

After creating line items on an invoice, you can modify them in several ways:
  • Update quantities, amounts, and descriptions by clicking directly into each field
  • Remove a line item by clicking the trash icon next to it
  • Add new line items using either the “Choose Time Entries” or “Choose Product Only” methods described above
Note that editing line items may be restricted once an invoice is marked as paid or sent to maintain accounting accuracy.

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Invoice Status Management

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Available Statuses

  • Draft
  • Sent
  • Paid
  • Overdue

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Editing Restrictions

Important: Once an invoice’s status is changed from “Draft” to any other status (Sent, Paid, or Overdue), the invoice becomes locked. Locked invoices cannot be edited or deleted to maintain financial record integrity.

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Distribution Options

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Downloading Invoices

Download the invoice as a PDF file for your records

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Sending Invoices

Through the email dialog, you can:
  • Customize the email subject and message
  • Review the automatically attached invoice PDF
  • Send the email directly through Pike
By effectively managing invoices in this tab, you can streamline your billing processes, enhance financial oversight, and ensure that your workspace’s financial information is well-organized and accessible.