✔️  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 Invoices tab.
  5. Click the three dots on the far right of the invoice and select Edit. Or click into the desired invoice, and click Edit along the top.
  6. Update the information in the corresponding field. Click the Advanced options to update PO number or the invoice description.  
  7. Click Update Invoice. 
The invoice is updated to reflect the changes made. 

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Move (or remove) time and expenses from an invoice 

Remove unwanted time logs and expenses from open invoices, or transfer to the correct 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 Invoices tab. 
  5. Click an invoice.
  6. To move items to a different invoice, click the three dots to the right of the billable time log or expense, and click move to another invoice.  
  7. To remove items from the invoice all together, click the three dots to the right of the billable time log or expense, and click remove from invoice. This will bring the billable time log or expense to the Time or Expenses tab, ready to be added to another invoice when the time is right.
  8. Click the check boxes to the left of each time log or expense if you want to move multiple items in bulk.  

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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 Invoices tab. 
  5. Select an invoice. 
  6. Click the three dots in the top right corner, and select Export. 
  7. 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.
  8. Click Export and fill out the relevant export options (depending on the export type you chose).
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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 Invoices tab. 
  5. Click the three dots on the far right of the invoice in the invoice library, or the three dots in the top right corner when you have selected your desired invoice.
  6. From there, select either Mark as paid or Reopen invoice. 

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.