Invoices

Invoices turn the hours you tracked into a PDF you can send to a client. The screen is called Invoices and also holds two related document types, timesheets and work records, in the switcher at the top.

Plan requirement

Invoices are part of the Pro plan. New accounts have Pro free for the first 30 days.

Three document types, one screen

The switcher at the top selects the type, and the heading follows it. The names match the tabs of the web app, so the same document is called the same thing on both.

The three are related but not interchangeable, and the screen behaves accordingly:

	Invoices	Timesheets and work records
Purpose	getting paid	proving the work
Amounts	shown in the row, summed in the bar	none
Status	Paid / Unpaid	Approved / Not approved
Swipe	mark paid, with date and amount	approve
Filter	all, paid, unpaid	all, approved, not approved

Switching the type resets a status filter that does not apply to it, so an "unpaid" filter carried over from the invoice tab never leaves you staring at an empty list.

Coming from the web app?

The web calls this place Documents. On iPhone it is called Invoices because that is what most people come for, but searching your phone for "Documents" finds it too, and the link /documents is unchanged.

Set up your invoice details first

The PDF prints exactly what stands on the document. There is no fallback to your profile, so an invoice created without sender details goes out with an empty sender block.

Open Settings → Invoice details once and fill in:

• Sender: name or company and up to four address lines
• Tax: VAT ID, tax number and your default tax rate
• Small business: issues invoices without VAT and prints the exemption note
• Bank details: IBAN and BIC
• Payment terms: payment term in days and the text printed at the bottom

These details are stored as a document template and are shared with the web app, so anything you already set up there is picked up automatically. Changing them later does not touch invoices that already exist, which is what bookkeeping requires.

Creating an invoice

1. Type: Invoices, Hours or Records.
2. Sender: shows your stored details. If none exist yet, the row leads straight to the setup.
3. Name: the title of the document, for example "Web development, March 2026".
4. Number: pick an invoice series and the next consecutive number is assigned by the server when the invoice is created. Without a series you can type a number yourself.
5. Customer: name and postal address. Both are printed as the recipient block.
6. Entries: pick the tracked entries the invoice is built from. Their descriptions become the line items your client reads.
7. Expenses and notes: entries that carry expenses offer them here. Expenses are added to the subtotal.
8. Amounts: subtotal, tax rate and total. The subtotal follows the selected entries and can be overridden.
9. Payment terms: payment term in days, the resulting due date and the terms text.
10. E-invoicing: a regular PDF, ZUGFeRD or XRechnung.

Already billed

Entries that already went out on another document are marked Billed in the picker, and the form warns when the selection contains any. Use the status filter Not billed to hide them altogether.

Entries without an hourly rate

If the selected entries carry no rate, the subtotal stays at zero and the form says so. Either assign a rate to those entries or type the subtotal yourself.

E-invoicing

Business and public-sector clients increasingly require a machine-readable invoice. Choose ZUGFeRD or XRechnung and the PDF carries the invoice as embedded XML in addition to the printed page.

An e-invoice needs an invoice number, a sender name, a customer name and a total greater than zero. When something is missing the form lists it instead of letting the PDF go out silently as a plain one.

Sending and tracking

• Share PDF hands the file to Mail, Messages or any other app. After creating an invoice the app offers this straight away.
• View PDF opens a preview.
• Swipe a row to mark it Paid, which asks for the payment date and amount. On timesheets and work records the same gesture approves instead.
• Swipe or use the context menu to edit or delete a document.
• The list searches across name, customer, description and invoice number.

What stays on the web

Templates with custom column headings, logos, QR codes, discounts, a second tax rate, government invoices and organisation assignment live in the web app. The form links there under More options on the web.