When you finish a job you know exactly what should be billed. Quick invoice raises a draft from the ticket or project you are already looking at, instead of making you go to Finance, find the client and find the same work again.
Where to find it#
- On a ticket — the ⋮ menu at the top right, on any tab: Quick invoice…
- On a project — the Quick invoice button on the Time tab.
It appears when the job has a client, your organization has Invoices switched on, and you hold Manage Finance (or the company-level finance permission) as well as access to the job itself.
What it shows#
The groups below, billable work ticked to start with — the common case is billing all of it, so you untick the exceptions rather than ticking the rule:
- Time — every billable, not-yet-invoiced entry on the job that the client can be invoiced for, with who logged it, the hours and the rate. For a client that bills approved time only, the heading reads Approved time and only approved entries are listed. See Which time can be invoiced.
- No charge — shown only when no-charge lines are switched on for the client: the job's non-billable time, unticked. Tick an entry to put it on the invoice as a $0 line.
- Charges — the parts, licences and fees recorded on the job, at the price they were recorded at.
- Expenses — approved billable reimbursements linked to the job, at cost plus your pass-through markup.
The footer keeps a running count and total as you tick.
"Not on this list"#
Underneath is the part worth reading: every reason some of the job's time is not on offer.
- Still waiting to be approved. Only for a client that bills approved time only. Approve it and it appears here.
- Rejected on a timesheet. Rejected time is never billed; once it is fixed and resubmitted it comes back.
- Logged as non-billable. Somebody marked it as work you are not charging for (and no-charge lines are off for this client).
- Covered by the client's agreement. A fixed fee or a retainer's included hours pay for it, so it's never invoiced by the hour.
- Beyond the included hours. Overage on a retainer that invoices it, offered once the period ends (the date is shown).
- Absorbed. Overage on a retainer that absorbs it: not charged.
- Already on INV-0142. The hours are billed, with a link to the invoice that has them.
So if a technician logged nine hours and you are being offered four, the screen tells you where the other five went rather than leaving you to wonder.
If the work is on a retainer#
When the job bills against a retainer, the dialog says so before you tick anything: how many hours the plan includes, how many are used this period, and how many are left. Time the retainer covers isn't on offer (its fee pays for it). Hours beyond the included ones appear once the period ends, if the agreement invoices overage. To charge for work on top of the retainer as it happens, log it as a kind of work that's billed separately. See Time an agreement covers.
What happens when you raise it#
You get a draft invoice, and land in the invoice editor with it open.
- Nothing is sent. Sending is a separate step, a separate permission and a separate decision. Check the draft, add anything else, then send it from the editor.
- The invoice is raised for the job's client and carries the job's agreement, so Agreement vs Reality files it against the right paper.
- If the time you ticked isn't all on one agreement — some is filed under a different agreement from the job's, or some is on an agreement and some on none — the invoice is raised with an agreement per line instead (time on no agreement stays on none): each time line keeps its own agreement, and charges and expenses stay on the job's. No hour is moved to another agreement, and you aren't asked. Change it afterwards from the invoice's Agreement field if you want it otherwise (see Which agreement an invoice is on).
- Everything you billed is claimed. It disappears from the job, from the client's work in progress, and from anyone else's quick invoice, so it cannot be billed a second time.
If somebody else billed the same work between opening the dialog and clicking the button, you are told so and no invoice is raised at all — you will not be left with an empty draft.
What it deliberately does not do#
- Send. Drafts only.
- Approve time. Billing never approves anything; approval stays in Timesheets.
- Bill several jobs at once. Quick invoice is one job. To bill a client's whole month, raise an invoice from Finance → Invoices and pull their time, charges and expenses there — or start here and keep adding in the editor, which is the same invoice either way.