Productive lets you tailor your invoices by combining dynamic fields with freehand text. This makes it easier to display the exact information you and your clients need, automatically populated in each invoice.
When preparing your invoice, select Custom from the Group line items by dropdown to start building a description that includes the right mix of details.
What Are Dynamic Fields?
Dynamic fields are placeholders that automatically pull in specific information, such as:
Project names
Budget or service descriptions
Task details
Time entry notes
Anything you add using these fields will appear in the Line Item section of the invoice.
Adding Dynamic Fields to Line Item Descriptions
To use dynamic fields:
Select + Add Line Items when creating an invoice draft or editing a finalized invoice.
Choose your invoicing method.
From the Group line items by dropdown, select Custom.
You’ll then be able to write a custom description using a mix of dynamic fields and text.
Good to Know
Type the
@symbol to open the list of available fields, such as@person,@project, or@task.You can include up to 5 dynamic fields per line item description.
You can also add freehand text to further personalize the content.
1. Uninvoiced Time and Expenses
When using this method, the following fields are available:
Project name
Budget name
Service name
Service description
Section name
Service type
Task title
Task number
Person (responsible for the time entry)
Time entry note
Period (day, week, month, quarter, year)
📌 Expense line items are only available with this method. They will display the expense description and must be logged against a service to appear on the invoice.
2. Total or Remaining Budget Amount
With this method, you can use:
Service name
Service description
Section name
Budget name
Project name
Service type
You can still combine dynamic fields with freehand text.
3. Percentage of the Total Budget
If you’re invoicing a percentage of the budget, you can include:
Service name
Service description
Section name
Budget name
Project name
Service type
Combine dynamic fields with freehand text if needed.
Using Dynamic Fields in the Email Editor
Dynamic fields can also personalize invoice emails sent from Productive. To add them:
Select Send to client in the invoice. It must be finalized first, as draft invoices cannot be sent out.
In the email editor, click Edit.
Use the
+button to insert dynamic fields. Fields will appear as blocks instead of plain text and populate automatically when the email is sent.
📌 Select Preview before sending to see what information is pulled to the email body.
Adding Dynamic Fields to Invoice Notes
To add dynamic fields to invoice notes:
Click the + icon in the top-right corner of the note input field.
Choose from your available dynamic fields.
Add any freehand text if needed.
These notes will also be dynamically populated in the invoice PDF.
Attaching a Timesheet Report to the Invoice
You can send a timesheet report along with the invoice to show exactly what time was billed. To attach the report:
Finalize your invoice.
Click Send to client.
In the email editor, check Attach related time entries (.pdf file).
📌 This option is only available when using the Uninvoiced Time and Expenses method.
📌 Tip: You can also download the timesheet report before sending the invoice by selecting Timesheet PDF from the three-dot menu in the top-right corner while editing the draft.
