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Creating an invoice

Invoices are built with a four-step wizard. Open Invoices and click New Invoice (you can also start one from a client or project page, which pre-selects the client).

Step 1: Select client and entries​

Pick the client. Then decide where the billable time comes from:

  • Date Range (optional) — limit the pulled-in entries to a date window. Leave it empty to include everything unbilled.
  • Entry Sources — checkboxes for General Entries (time logged for the client without a project) and each of the client's active projects, with their hourly rates shown. Tick the sources you want to bill.

You can skip all sources to build a purely manual invoice. Projects marked Include in invoices by default (and the client's general-entries default) come pre-ticked.

Click Continue and Gigtime gathers every billable, uninvoiced entry that matches — plus any project deposits.

Step 2: Review line items​

Time Entries lists what was pulled in, all selected by default. Each row shows the description, date, project, hours, and rate, with a computed amount. Untick anything you don't want to bill yet; it stays available for the next invoice. Rates come from the entry's project, falling back to the client's default rate.

Manual Items is where flat fees, expenses, and one-off charges go. Click Add Item and enter a description, a unit (Hours, Items, Flat Rate, Days, Weeks, Months, Words, or Pages), a quantity, and a rate — or just an amount for flat-rate items.

If the client's projects have deposits, two more sections appear: Deposit Requests (unpaid deposits to charge on this invoice) and Deposit Credits (paid deposits to subtract). See Taxes and deposits.

Step 3: Invoice details​

  • Invoice Number — pre-filled with your next number from Invoice settings; edit it if you need to.
  • Issue Date — defaults to today.
  • Payment Terms — chips for On Receipt, Within 15/30/45/60/90 Days, or Custom Date. The due date is computed from the term (or picked directly for Custom Date).
  • Notes and Payment Instructions — pre-filled from your defaults; both appear on the PDF.

Step 4: Preview and create​

A summary shows the number, client, dates, PDF style, line item count, subtotal, taxes, any deposit credit, and the total. Then choose:

  • Create Draft — saves the invoice as a draft and opens it. Nothing is sent.
  • Create & Send — saves it and immediately opens the send dialog.

The invoice's appearance uses your default PDF style (Modern, Classic, Minimal, Traditional, or Bold) and branding from Invoice settings. Your company details and the client's details are snapshotted onto the invoice at creation, so later edits to your settings don't rewrite old invoices.

Editing an invoice later​

Open the invoice and click Edit (available until it's paid or cancelled). You can change the details, add or remove manual items, and pull in more time with Add Time, which loads uninvoiced entries for a date range. Time-entry line items themselves stay read-only — the hours on the invoice always trace back to real entries. Editing an invoice you've already sent shows a warning first, and every edit is recorded in the invoice's activity trail.

Time entries added to an invoice become locked in the entries list until the invoice is deleted or the entries are removed from it.