After an invoice draft is created, the next steps are to review, finalize, and send it to your client—or transfer it to your accounting system.
In this article, we’ll cover how to finalize your invoices and which permissions are needed to finalize or send them.
Note: The ability to restrict editing of finalized invoices is currently in Beta and is being rolled out gradually.
If your account does not have this feature yet, you can still edit finalized invoices without additional permissions.
Finalizing the Invoice
Once you’ve reviewed the draft and everything looks correct:
Click Finalize Invoice
An invoice number will be assigned (manually or automatically, depending on your settings).
Duplicate numbers: If you manually enter a number that’s already been used, you’ll see a warning, but you can still save it.
The invoice state changes from draft to finalized and becomes visible in the Invoices tab within the budget.
When finalized, an invoice is non-editable by default.
If you have permission to edit finalized invoices, you can do so by selecting Edit from the three-dot menu in the upper right.
This must be a conscious action; finalized invoices are not opened in editable mode automatically.
While a finalized invoice is editable, the same menu will still show Edit finalized invoice in a disabled state. After making changes, click Save changes to return the invoice to its locked state.
Sending or Copying to Accounting
After finalization, you can:
Send the invoice directly to the client or send it via the PEPPOL network if this has been set up in your account.
The email content is prefilled based on your document template, but you can click Edit to adjust it.
Additional email options (via checkboxes at the bottom):
Send a copy to the invoice sender
Save the current email as the new default for the template
Attach a PDF of time entries (timesheet)
Automatically add a payment reminder sequence
Remove Productive branding from the email
If you're not sending the invoice through Productive, click Mark as Sent in the upper left.
📌 The invoice must be marked as sent to add payment reminders or record incoming payments.
Copy the invoice to an integrated accounting tool (e.g., QuickBooks).
📌 If you select Copy to Accounting on a draft, it will be finalized automatically.
Editing the Invoice
Draft invoices can be edited freely until finalized. Finalized invoices are locked by default. Only users with the Edit finalized invoice permission can unlock them for editing via the three-dots menu.
If you don’t have this permission, you also won’t be able to delete a finalized invoice (the delete option will be disabled).
When a finalized invoice is locked, you can still update the following without accessing the three-dot menu:
When other edits are made to a finalized invoice (e.g., line items, dates, billing details), click Save Changes to apply them and return it to a locked state.
If the invoice has already been copied to accounting, re-sync it to reflect changes.
If you sent the invoice to a client or manually marked it as sent, you won't be able to edit it further. However, you can mark it as unsent if needed.
Invoicing Permissions and Roles
Only users with the right permissions can finalize, edit, and send invoices. These can be customized by your admin using the Permission Builder.
Here’s how roles usually break down:
1) Invoice Preparer
Can create and edit drafts
Cannot finalize or send invoices
📌 Example: Project Managers who prepare the invoice but don’t handle billing.
2) Invoicer
Can review, finalize, and send invoices
Can edit or delete finalized invoices
📌 Example: Account Managers or Finance team members responsible for billing.
3) Accounting Contact
Can do everything the Invoicer can do
Can also transfer invoices to accounting tools
Can manage payment reminders
📌 Example: Finance team members who manage both invoicing and payment tracking.
👉 For full details, see the Custom Invoicing Permissions article.
Default Permissions and Custom Roles
Admins and full-access Managers and Profitability Managers can manage all invoicing and payments by default.
Restricted Managers can only manage invoices for budgets they’re assigned to.
Custom roles can be created to suit your internal processes.
Monitoring Finalized Invoices Through Reports and Dashboards
Once invoices are finalized, you can continue tracking them using custom reports or dashboard widgets.
Whether you need to monitor payment statuses, totals, or invoice timelines, reports give you a clear overview of your invoicing progress.
👉 Learn more in Monitoring Invoice Drafts and Finalized Invoices.