✔️  Available on all subscriptions

What
Update, edit, complete, and export invoices.
Why
Editing and updating invoices is a normal part of the billing process and helps ensure that you are accurately billing customers and receiving payment in a timely manner.
Who
  • Site admins and project admins
  • Standard users with the project permission: 
    • Can access billing (allows users to view, create, and manage invoices)
      ⚠️ Turning this permission on automatically grants the user: view time log, view other people's time, and view hourly rates project permissions.
When
Update invoices whenever:
  • Errors need correcting.
  • Adding additional charges that may have been incurred. 
  • Updating information due to company or client changes. 
What
Update, edit, complete, and export invoices
Why
Editing and updating invoices is a normal part of the billing process and helps ensure that you are accurately billing your customers and receiving payment in a timely manner.
Who
  • Site admins and project admins
  • Users with the project permission: 
    • Can access billing (allows users to view, create, and manage invoices)

      ⚠️ Turning this permission on automatically grants the user view time log, view other people's time, and view hourly rates project permissions. 
When
Update Invoices whenever:
  • Errors need correcting.
  • Adding additional charges that may have been incurred. 
  • Updating information due to company or client changes. 

Before you start

You can only update and edit open invoices. Don't worry though, you can check out how to reopen completed invoices below. 

Edit an invoice

Update the core details of an invoice, including invoice ID, issue date, currency and pricing. 

  1. Click Jump to in Teamwork.com's left navigation menu. 
  2. Search for and select a project. 
  3. Switch to the Finance tab from the project's navigation menu. The Finance tab might be hidden under the More... section. 
  4. Select the Billing tab. 
  5. Select Open Invoices.

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  6. Click an invoice from the left pane.
  7. Click the edit pencil to the right of the invoice's ID. 
  8. Click and update the information in the corresponding field. Click the Optional tab to update PO number or the invoice description.  
  9. Click Update Invoice. 
The invoice is updated to reflect the changes made. 

Remove (or move) time and expenses from an invoice 

Remove unwanted time logs and expenses from open invoices. 

  1. Click Jump to in Teamwork.com's left navigation menu. 
  2. Search for and select a project. 
  3. Switch to the Finance tab from the project's navigation menu. The finance tab might be hidden under the More... section. 
  4. Select the Billing tab. 
  5. Select Open Invoices. 
  6. Click an invoice.
  7. Click the edit pencil in the Billable time or Expenses section depending on what you need to remove. Need to remove both time and expenses? Do one first, then the other.  
  8. Click the check box(s) to the left of each time log or expense you want to remove.
  9. Click and hold the drag-and-drop icon next to a time log or expense, then drag it to the relevant unbilled tab (unbilled time or expenses). If you checked multiple items, they'll move together. 
     
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The time logs or expenses are now removed from the invoices and added to the unbilled sub tab. 

Another option... 

Once you have your items selected via the checkboxes, click Move Items at the bottom of the invoice. You can then select a new or existing invoice to move them to. 
 

Export an invoice

Export an invoice to share the details with a third party, keeping everyone in the loop and up to date. 

  1. Click Jump to in Teamwork.com's left navigation menu. 
  2. Search for and select a project. 
  3. Switch to the Finance tab from the project's navigation menu. The finance tab might be hidden under the More... section. 
  4. Select the Billing tab. 
  5. Select either the Open Invoices or Completed Invoices tab (depending on the invoice you want to export). 
  6. Select an invoice. 
  7. Click Export Invoice. 
  8. Select one of the export options: 
    • PDF
    • HTML
    • Excel
    • FreshBooks
    • Harvest
    • Blinksale Classic
    • QuickBooks Online
    • Xero file
      📝 The available export options depend on your Teamwork.com subscription.
  9. Click Export and fill out the relevant export options (depending on the export type you chose).

Complete and reopen an invoice

Completing invoices allows you to keep track of what has been paid, whilst re-opening an invoice is required if you need to edit it. 

📝 Time logs associated with a completed invoice cannot be edited. If you need to make changes to time logs attached to a completed invoice, you will first need to reopen the invoice.

  1. Click Jump to in Teamwork.com's left navigation menu. 
  2. Search for and select a project. 
  3. Switch to the Finance tab from the project's navigation menu. The finance tab might be hidden under the More... section. 
  4. Select the Billing tab. 
  5. Select either the Open Invoices or Completed Invoices tab (depending on if you want to complete or re-open an invoice). 
  6. Select an invoice. 
  7. Click either Mark Complete or Reopen Invoice from the bottom of the invoice. 
  8. Click OK in the confirmation window. 

Completed invoices are moved to the Completed Invoices subsection. Reopened invoices return to the Open Invoices area. 

Best practices

  • Organization: Adopt clear and concise naming conventions for your invoice IDs, making locating and reviewing your invoices more efficient.
  • Validate: Review and confirm invoice data before sending it to clients. You want to make sure you're billing correctly (for everyone's sake). 
  • Bill on time: Stay on top of billing by reviewing and sending invoices as soon as the project is completed or on the agreed date. No one likes late bills. 
1. Also available on legacy subscriptions: Pro, Premium, Enterprise.