Invoice creation

Written By Lauri Eurén

Last updated 6 months ago

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1. Set Project Budget Type

  1. Navigate to the Project Details page.

  2. Locate the Billing section under Financials.

  3. Choose one of the following:

    • Fixed Price – for projects with a predefined total fee.

    • Time & Materials – for projects billed based on actual hours worked and expenses.

  4. Save your changes.

2. Set Billing Cycles

  1. In the same project settings area, find the Invoicing section.

  2. Select a billing frequency:

    • Weekly

    • Bi-weekly

    • Monthly

    • Milestone-based (for Fixed Price only, coming soon)

  3. Define the billing start date or milestone triggers.

  4. Save changes.

3. Check Logged Hours (T&M Projects Only)

Before Invoicing

  1. Go to the Time Tracking tab under project details.

  2. Filter for the current billing period (e.g., June 1–June 30).

  3. Review:

    • All hours are there for your team.

    • Time entries are correctly categorized (billable vs. non-billable).

  4. If needed, follow up with team members to submit or adjust time logs.

4. Create the Invoice

  1. Go to the Invoicing tab in the top navigation.

  2. Select your project for the billing cycle you wish to invoice.

  3. Click Create Invoice.

  4. Choose the date range for which time entries are included for the invoice

    1. Do a final check for the time entries here

  5. Confirm invoice details:

    • T&M: Hours, rates, and expenses are listed.

    • Fixed Price: The agreed amount is listed or prorated if billing by milestones.

  6. (Optional) Add custom line items like expenses, discounts, or notes.

  7. Preview and create the invoice.

  8. Click Export to PDF.

5. Send the Invoice

Note: Operating does not yet support sending invoices directly from the platform.

Current Options:

  • Export as PDF
    After creating the invoice, you can download it as a PDF for manual sending via email or uploading to a finance platform.

  • Export Time Entries (CSV)
    You can also export the detailed time entries for the billing period in CSV format, which can be attached or imported elsewhere as needed.

  • Use the API
    Invoice data and time entries can be accessed via the Operating API to send to your finance or accounting platform programmatically.

Coming Soon:

We're working on integrating with finance platforms like QuickBooks, so you can send and sync invoices directly from Operating.