Two fields show you exactly where a time entry or expense stands in invoicing: Invoice points to the specific invoice it was added to, and Invoiced shows whether it's been invoiced at all. Use them together in reports, budgets, and projects.
As a column they are available in:
Time Entries reports
Expenses reports
Budgets (Time tab)
Budgets (Expenses tab)
Projects (Time tab)
Projects (Expenses tab)
How Time Entries and Expenses Get Marked as Invoiced
Invoicing a budget marks its time entries and expenses as invoiced — but which entries get marked, and when, depends on the invoicing method you use:
Uninvoiced Time and Expenses: only entries dated within the invoice's date range are marked as invoiced and linked to it. Entries outside that range aren't affected, even after finalization.
Percentage of Total Amount or Total/Remaining Amount: there's no date range and once one of these invoices is created for the budget, it marks all approved, not-yet-invoiced entries for that budget as invoiced.
Only approved time entries and expenses are eligible to be invoiced: unapproved ones stay out of any invoice regardless of method or date.
📌 Entries are marked as invoiced as soon as they're added to an invoice, even while that invoice is still a draft. You don't need to finalize the invoice first.
If you manually mark a budget as invoiced, all its time entries and expenses are marked as invoiced, regardless of date.
How to Add the Invoice and Invoiced Fields
Open a Time Entries or Expenses report, or the Time or Expenses tab in a budget or project.
Click the Fields dropdown and select Invoice and/or Invoiced from the list. Once added, the columns display invoicing information based on the entry's current status.
What the Invoice Field Shows
What appears in the column depends on the invoice status:
Finalized invoice — the invoice number is shown as a clickable link (e.g., #11223349). Hover over it to see additional details like the subtotal and company name.
Draft invoice — the cell shows Not finalized. Hover over it to see the tooltip: "Invoice number will be displayed here after the invoice is finalized."
No invoice — the cell is empty because: the entry hasn't been approved yet, no invoice has been created for the budget yet, or (only for budgets invoiced with Uninvoiced Time and Expenses) the entry's date falls outside that invoice's date range.
📌 Invoice numbers are only assigned when an invoice is finalized. Until then, the field won't show a number.
What the Invoiced Field Shows
The Invoiced field shows a simple Yes or No:
Yes: the entry has been invoiced. It can no longer be edited or moved to a different service or budget.
No: the entry hasn't been invoiced yet.
Using the Invoice and Invoiced Fields
Open an invoice: click the invoice number in the Invoice column to open it directly.
Group by invoice: group time entries to see how much time is linked to each invoice.
Filter by invoice or invoiced status: filter to show only entries tied to a specific invoice, or only entries that are still uninvoiced.
📌 Filtering by Invoiced = No in the Budget (Time tab) or Budget (Expenses tab) is a quick way to see what's left to invoice.
Export Visibility
The Invoice field behaves differently depending on the export type:
Manager export: the column is visible and shows all invoice references.
Client export: the column is hidden and won't appear in the exported file.
