Invoices

Create, build, edit, issue, download, and void Invoices on a Job. Draws straight from the Job Costing, with guardrails that keep billing accurate and audit-ready.

The Invoices sub-tab of a Job's Financial tab is where you bill for work done. Every Invoice draws directly from the Job Costing: the Tasks, Costs, rates, and Billing Tier already set up on the Job. You choose what to bill, and the numbers are already right.

Beneath the Financial dashboard cards, the Invoices list shows every Invoice on the Job with its number, name, date, status, % of Job, amounts excluding and including tax, a paid indicator, and a sync control. A totals row sums issued Invoices, Job Value, and Balance.

Creating an Invoice

1

Open the New Invoice slider

On the Invoices sub-tab, click + New Invoice. The Invoice Detail slider opens.

2

Fill in the Invoice detail

• Invoice Title — pre-filled from the Job name; edit if needed.

• Reference — an optional client reference.

• Terms — the payment terms, set automatically from the Client's details.

• Invoice Type — how much of the Job to bill:

  • Bill items in full — the selected Tasks and Costs at full value.

  • Bill items partially — a percentage of each selected item, for progress or milestone billing.

  • Bill all remaining and close Job — everything left, closing the Job in one step.

• % Of Each Item — shown when Bill items partially is selected. Set the percentage to bill (for example, 50).

• Issue Date and Payment Date.

• Description — an optional note on the Invoice.

The Payment Date set here is the same value shown as the Due Date on the issued Invoice. It's labelled Payment Date when creating and Due Date once issued.

3

Create the draft

Click Create Invoice. This creates an empty draft Invoice, ready for you to add the items you want to bill.

A partial Invoice does not automatically pull in everything on the Job. That's deliberate. You might want to bill only Phase 1, or only the Strategy group, before invoicing the rest later. So Agencydesk creates the draft empty and lets you choose exactly what goes on it.

An Invoice can only be raised against an Active Client. Prospects cannot be invoiced, and the Client's Tax/VAT rate has to be filled in first.

Adding items to a draft Invoice

1

Click into the draft Invoice from the Invoices list.

2

Click + Add Items at the top. The Select Items popup opens, listing the Job's billable Tasks and Costs grouped as they are in the Job Costing.

3

Tick the items you want to bill (or use Select All), then click Add Items.

You can return to a draft Invoice at any time to add more items or remove items, using the same + Add Items popup. Nothing is locked while the Invoice is still a draft.

Editing line items

Items on a draft Invoice can be edited. Hover over a line item and two icons appear on the right: a pencil (edit) and a trash (delete).

Click the pencil to edit the quantity of a Task or Cost. Agencydesk shows the maximum available quantity that hasn't already been invoiced, next to the field.

For example, a WordPress Maintenance Task worth 8 hours, invoiced at 50%, comes onto the draft at 4 hours. Editing the line lets you adjust that up to a maximum of 8 hours (the full amount), because nothing else has been billed against it yet.

Agencydesk keeps track of what has already been invoiced against each line item, by quantity, and stops you from overbilling. The maximum you can edit a line to is always the amount still left to bill, so you can't accidentally bill more than the Job holds.

Issuing an Invoice

When the draft is ready, click Issue to formally issue the Invoice. Inside a Job, issuing is restricted to users with Manager access or higher, set per user under Users.

Once issued, an Invoice can no longer be edited. This is a deliberate guardrail.

Why issued Invoices lock. If a draft could be downloaded, sent to a client, and then quietly edited without an updated copy going out, it would throw off the client's books and erode trust. Locking Invoices at the point of issue keeps everyone aligned to the version the client actually received, which is simply good invoicing practice.

Issuing an Invoice also flips the line items it covers to Issued on the Job Costing, which is what stops those Tasks and Costs from being reverted to draft.

Downloading an Invoice

The download option appears only once an Invoice is issued, for the same reason: draft Invoices shouldn't be sent to clients.

You can download an issued Invoice in two places:

• On the Invoice itself, click the Download button.

• On the Invoices list, click the small cloud-download icon on the row.

The Show Hours on PDF toggle controls how line items appear on the downloaded PDF. With it on, the PDF shows the estimated hours for each item. With it off, the PDF shows only the total cost of each item (estimated hours × rate) without the hours breakdown. This lets you choose between an itemised, hours-based document and a cleaner cost-only one, depending on what the client prefers to see.

A Group set to Cost Group as Unit is compressed into a single line on the Invoice PDF, with no hours or units shown, whatever the Show Hours setting.

Voiding an Invoice

Once an Invoice is issued, it can't be deleted. The only way to cancel it is to void it. This keeps the Invoice number permanently tied to its Invoice, so your numbering stays continuous and audit-friendly.

1

On the Invoices list, click the void icon on the right of the issued Invoice's row.

2

Agencydesk asks you to confirm and to add a short note explaining why the Invoice is being voided. This note is kept for reference.

3

Click Confirm Void. The Invoice moves to a Void status.

Voided Invoices remain visible on both the Job's Invoices tab and the main Finance page, shown with a struck-through Void status. The voided Invoice's value no longer counts toward billed totals, so the Job Value and Balance return to what they were before the Invoice was raised.

Voiding rather than deleting is what keeps Invoice numbers intact. A missing Invoice number in a sequence raises questions in an audit. A voided one, with a note explaining why, tells a clean and complete story.

Deleting a draft Invoice

A draft Invoice (one that hasn't been issued) can be deleted outright. Click the trash icon on the Invoice in the Invoices list. Because it was never issued, no Invoice number is lost. Only drafts can be deleted; issued Invoices must be voided.

Both matter when unwinding a Job. A Job cannot be deleted while any Invoice exists on it, draft or issued, so issued Invoices have to be voided and drafts deleted first. For a Job that is genuinely underway, archiving is usually the better move.

The activity log

At the bottom of the Invoices tab, an Activity log records who did what and when: Invoice created, issued, voided, and deleted, each with the user (or System), the value, and a timestamp.

Great for accountability and audits. Because every action on every Invoice is logged with a name and time, you can always reconstruct exactly how a Job was billed and by whom, without piecing it together from memory or email.