Invoice Generation & Smart Invoicing

Required Fields:

• Invoice Number: Auto-generated in INV-0001 format, editable, must be unique per organization
• Client: Dropdown filtered to your active clients
• Issue Date: Defaults to today
• Due Date: Must be on or after the issue date

Optional Fields:

• Project: Filtered by selected client (shows active projects)
• Payment Terms: Text description, max 50 characters
• Notes: Shown on the invoice to your client
• Terms: Shown on the invoice to your client

Line Items:

• Description: What this charge covers (required)
• Quantity: Number of units or hours (required, must be > 0)
• Rate: Price per unit (required, must be > 0)
• Amount: Auto-calculated as quantity × rate

At least 1 complete line item is required. Empty rows are ignored; partially complete rows show an error.

Totals:

• Subtotal: Sum of all line item amounts
• Tax Rate: Optional percentage
• Discount: Optional percentage
• Total: Final amount after tax and discount

Save Options:

• Save as Draft: Saves the invoice without sending. You can edit freely.
• Save & Send: Saves and proceeds to email template selection to send to your client.

Five Grouping Options:

How Billable Expenses Work:

• Mark expenses as "Billable to Client" when creating or editing an expense
• Only approved expenses with a client association are eligible
• Billable expenses appear in Smart Invoicing suggestions automatically, in a separate "Expenses" section
• Once invoiced, expenses are locked from editing and voiding
• To release an invoiced expense, void the parent invoice first

Sending Process:

• If you have custom email templates, select one (or use auto-send if configured)
• If no custom templates exist, the default template is used automatically
• Client receives an email with invoice details
• If Stripe Connect is active, a payment link is automatically included (valid for 30 days)
• Invoice status updates to "Sent"

Invoice Status:

• Draft — Editable, not yet sent to client
• Sent — Delivered to client, no longer editable
• Overdue — Sent but past the due date
• Paid — Payment received (manual or Stripe)
• Voided — Cancelled with reason

Payment Status (tracked separately):

Mark as Paid (Manual Payments)

For payments received outside of Stripe (check, bank transfer, cash), use "Mark as Paid". This sets the payment method to "manual".

Unmark as Paid

Only available for manually-marked payments (not Stripe). Requires confirmation and a reason. The invoice returns to "Sent" status.

Stripe Payments

Handled automatically via webhook. When a client pays through the payment link, status updates in real-time. Stripe payments cannot be unmarked from WorkCentral.

What Happens When You Void:

• Invoice status changes to "Voided"
• All pending payment reminders are cancelled
• Your reason and a timestamp are recorded for audit
• Time entries and expenses are released — linked time entries and billable expenses are marked as uninvoiced and become available for Smart Invoicing again

Reminder Schedule:

• Before due date: 7, 3, or 1 days before
• After due date: 1, 7, or 14 days overdue

Features:

• Anti-spam protections: Built-in safeguards prevent excessive reminders
• Configurable: Set up your preferred schedule in Settings → Invoice Reminders
• Automatic cancellation: Reminders stop when an invoice is paid or voided

Monthly Invoice Limits: