Help · Money

Invoices

An invoice is the point of the whole thing. It is also the place where owntime is most deliberately boring: a number, a list, a total, a PDF.

Building one

1. Time Entries → filter and select what you are billing.
2. New invoice. owntime turns the selection into lines with hours and rates.
3. Adjust lines if you need to, then save.
4. Export the PDF, or print it.

You can also start from an empty invoice and type lines, or convert an accepted estimate.

What appears on it

• Your business name, address and tax ID, from Settings.
• The client’s name and address.
• Lines with description, hours and rate, or a fixed fee where that is how the work is sold.
• Subtotal, tax rate and label, and the total in the client’s currency.
• Your payment terms line, plus a UPI or card link if you have one. Either link can be left off a single invoice.
• The invoice number, from your own sequence.

Numbering

Numbers come from your own prefix and counter, so the invoice you send, the PDF you keep and anything you export all carry the same reference. There is no clever renumbering and no gap filling. Clients audit these numbers, so owntime refuses to be creative with them.

Statuses

Draft, sent, paid, void. Draft means not yet given to the client. Sent is out the door. Paid is paid, in full or in part once payments are recorded. Void is the undo.

Voiding gives the time back

Voiding an invoice releases its entries and its expenses back to unbilled, so you can rebuild it correctly rather than editing a document the client already has. That is the reason to void rather than delete when a mistake has left the building.

Getting it into your accounting

There is no live connection to Xero or QuickBooks, on purpose. There is a CSV export in Xero’s import shape, which does the job without handing anyone a key to your books.

Next: payments and credit notes · Xero export · CSV, Excel and PDF