Rechnungsstellung — Invoicing & Quoting Guide

What it does

Invoicing covers the full billing lifecycle: managing clients, creating quotes (offers) and invoices, recording payments, chasing overdue invoices, and exporting financial data.

You can build invoices from scratch, but the real power is importing items that are already in the system — tracked hours from Time Tracking, approved expenses from Expenses, and completed work reports from Work Reports. An AI assistant can suggest, polish, and translate line items if your organisation has AI credits enabled.

Clients can receive invoices and quotes by email. Quotes also get a public link the client can open without logging in — they can accept or decline directly from that page.

How to set up

1. Create your clients — go to Clients > New. Enter details manually, or use Search Companies to look up Swiss businesses by name (the system pre-fills name, VAT number, address, and canton from the register).
2. Set document defaults — go to Organization > Document Defaults. Configure default greeting, introduction text, and payment terms for each language. These flow into every new invoice and quote automatically.
3. Set up Swiss QR-bill details (optional) — configure your QR reference and ESR participant number on your organisation profile. The PDF will include the payment slip automatically.
4. Build a product catalog (optional) — go to Products to create reusable line items. The catalog is also used by Work Reports.
5. Confirm your VAT registration status — if your organisation is not VAT registered, all invoices will use 0% VAT regardless of the line items.

Daily use

Invoicing

1. Go to Invoices > New, pick the client, project, and language, and create a draft. Invoices are numbered automatically (e.g. INV-2026-000001).
2. Use the Add unbilled hours tab to import tracked time. Choose how to group items — by project, by employee, or as individual detail lines.
3. Use the Add unbilled expenses and Add work-report items tabs to pull in any other billable items.
4. Optionally use AI: Suggest items, Polish items, or Translate items to refine the draft.
5. Click Send to open the email composer, confirm the recipient and subject, and send. The PDF is generated and attached automatically. The invoice moves from draft to sent.
6. When payment arrives, click Record payment and enter the amount, date, and payment method. Partial payments are tracked separately.
7. If an invoice is overdue, use Remind to send a reminder. Further escalation levels move the invoice into the dunning workflow.
8. To cancel a sent invoice, use Void. This can also release the linked time entries back to the unbilled pool.

Quotes (Offers)

1. Go to Offers > New and add line items as you would for an invoice. Set a validity date.
2. Click Send to email the PDF along with a public link.
3. The client opens the link, and after a few seconds the offer is marked as viewed. They click Accept or Decline.
4. If the client accepts, use Convert to Invoice to copy the line items into a new invoice.

Financial exports

Go to Financial > Export, pick a date range and export type, and download a CSV. Available exports include invoices, payments, VAT, and expenses.

Works together with

• Time Tracking — billable, unlocked time entries flow into the "Add unbilled hours" tab.
• Expenses — billable employee expenses flow into the "Add unbilled expenses" tab.
• Work Reports — completed work report items can be imported as invoice line items.
• Recurring Invoices — auto-generates fresh invoices on a schedule; each generated invoice goes through the same lifecycle as a manually created one.
• Projects — invoices can be linked to a project for cost reporting.
• Products — reusable line items for both invoices and work reports.

Tips

• Invoice numbers are fixed in format (INV-YYYY-NNNNNN for invoices, OFFER-YYYY-NNNNNN for quotes). The format cannot be changed.
• Sent invoices cannot be edited. To correct a sent invoice, void it and create a new one. Voiding can release the linked time entries back to the unbilled pool.
• Importing time entries onto an invoice marks them as billed. They disappear from future "Add unbilled hours" lists but are not deleted.
• Quotes auto-mark as viewed after 5 seconds on the public page, but only for visitors who are not logged in. Test in a private browser tab to see what the client sees.
• Document defaults use placeholders like :client_name, :amount, and :due_date. Stick to the documented set — unsupported placeholders stay as literal text in the document.
• The financial export dashboard currently covers CSV downloads. More detailed reconciliation features are coming in a future release.