How to create a single invoice

This article is for Administrators and some Managers. Learn more about permissions. If you’re a Member, check out our Member resources.

Learn how to create and send invoices with our step-by-step directions. This article covers how to create single invoices, but you can also create recurring invoices in Harvest. 

Don’t see the Invoices section your account? Learn how to enable sections of Harvest.

Note: Administrators can create invoices for all clients. Managers can create invoices for projects they manage if they have permission to create invoices.

Create a single invoice for tracked time, expenses, or fixed fees

You can tell Harvest which of a client's time, expenses, or fixed fees you'd like to include on their invoice. Harvest will remember the preferences you chose the last time you created an invoice for this client. 

  1. Go to Invoices > Overview.
  2. Click New invoice and choose your client.
  3. Select the option to Create an invoice for tracked time, expenses, or fixed fees, then click Choose projects. Remember:
    • Tasks must be checked as billable on your project (which you can edit from the Projects section) in order to be pulled into an invoice.
    • Rates must be entered on your project in order to calculate your billable totals.
    • Only billable expenses can be included on invoices.
  4. Fill out the New invoice page.
    • Make sure Single invoice is selected at the top of the invoice form.
    • Select which project(s) you want to invoice.
    • If you’re invoicing for a Time & Materials project, select which hours you want to include and how you’d like them displayed.
    • If you'd like time entry notes displayed on your invoice line items, choose the Detailed display for your hours. 
    • If you’re including expenses, select the expenses to include and how you want those displayed.
    • If you choose to include expenses, you’ll have the option to attach an expense report, which will include any uploaded images of receipts. You can also attach this report once the invoice is saved if you don’t do it during this step.
    • If you have a retainer for the client or project, indicate if you want to draw the invoice’s balance from the retainer.
  5. Click Review invoice.
  6. On the draft invoice, you can specify details like due date and taxes. If you’re invoicing for a Fixed Fee project, you can also view some project details to help you invoice.
  7. Click Save invoice. You can send your invoice right away, or save a draft and send it later.

Note: Invoices will automatically round your time entries if you have time rounding turned on. 

Create a single invoice from a blank form

You can use free form invoices to bill clients who aren’t associated with an active project in your Harvest account.

  1. Go to Invoices > Overview.
  2. Click New invoice and pick your client.
  3. Select Create a free form invoice, then click Next step.
  4. Make sure Single invoice is selected at the top of the form, then click Next step.
  5. Add the line items you need, and link your line items to projects, if necessary. There’s no need to delete unused rows; they won’t show on the final invoice.
  6. You can add a subject line, specify a due date, add taxes, re-order your invoice’s line items, and more.
  7. Click Save invoice. You can send your invoice right away, or save a draft and send it later.

Formatting invoice text

You can apply formatting to the Notes and Description fields of invoices:

  • To make a word or phrase bold, add an * (asterisk) to the start and end of the word or phrase. For example, this word should be *bold*.
  • To put a word or phrase in italics, add an _ (underscore) to the start and end of the word or phrase. For example, this word should be in _italics_.
  • To add bullet points to the Notes and Description fields, use Option+8 (on a Mac).

Note: You can find a handy reminder of these formatting tips underneath the Notes field on your invoice’s edit screen.

Attaching files and reports to invoices

You can attach files—such as a detailed time report, design drafts, or additional project information—to an invoice before sending it to your client. You can also attach a detailed expense report, which will contain receipt images entered with your expenses. Learn more in our article on Attaching files and reports to invoices.

Did you find this article helpful?

Still have questions? We’re happy to help!

Contact us