Invoices
Purpose
Central ledger of every invoice issued to clients. It aggregates billable hours & fixed‑price projects, tracks status (Draft → Sent → Paid/Overdue), and drives cash‑flow forecasting.
Fields
| Type | Field | Key Options / Formula | Notes |
|---|---|---|---|
| Invoice | DATESTR({Issue Date}) & ' – ' & {Client} | Primary field. Combines date + client name → stable human slug. | |
| Client | Single link, inverse field Invoices | Choosing a client auto-pulls currency & hourly rate to linked records. | |
| Issue Date | Format: local l | Drives payment terms & overdue flagging. | |
| Status | ▫︎ Draft ▫︎ Sent ▫︎ Paid ▫︎ Overdue | Use automations to set Overdue when Sent > 30 days and not Paid; controls invoice lifecycle. | |
| Total | {Billable hours (total)} + {Projects (total)} | Sum of rolled-up subtotals; currency shown separately. | |
| Currency | If billable-hours currency exists → use it; otherwise use project's | Ensures mixed-currency totals are rejected. | |
| Billable hours | — | Attach any work-log entries to be billed on this invoice. | |
| Billed projects | — | Attach fixed-price deliverables. | |
| Billable hours (total) | Rollup → Hours field, aggregation SUM(values) | Aggregates total billable amount from linked hours. | |
| Projects (total) | Rollup → Price field, aggregation SUM(values) | Aggregates total amount from linked projects. | |
| Currency (billable hours) | Lookup from linked billable hours | Feeds main Currency formula for consistency checking. | |
| Currency (projects) | Lookup from linked projects | Feeds main Currency formula for consistency checking. | |
| Cashflow items | — | Links to corresponding cashflow entries for reporting. |
Relationships
- Clients (linked via Client)
- Billable hours (linked via Billable hours)
- Billed projects (linked via Billed projects)
- Cashflow items (linked via Cashflow items)
Gotchas
- Always set Client first → populates hourly‑rate via lookup.
- Keep Currency consistent across linked hours/projects; mixed currencies will break totals.
- Remember to move Status from Draft → Sent when dispatching the PDF; an automation can email the client & update status.
- The Total formula ignores negative expenses; expenses are captured in Cashflow items instead.
- Deleting an invoice does not delete linked hours/projects, they just become unbilled again.
- Issue Date should be set before linking billable hours to ensure proper chronological ordering.
- Use the Status field consistently to enable accurate cash flow forecasting and overdue tracking.
Calculated & AI fields
The Invoice primary field automatically generates a human-readable identifier combining the issue date and client name. The Total field dynamically calculates the sum of all linked billable hours and project amounts, while the Currency field ensures consistency across all monetary values to prevent calculation errors.