Linking Invoices to Projects
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When you create or edit an invoice, you can link its line items to projects. If an invoice is linked to a project, it’ll show up in the Invoices tab of the project’s Analysis page. If it is not linked to a project, it will not show up on the Analysis page or reduce the project's uninvoiced amount.
How Invoice–Project Linking Works
- When you create or edit an invoice, you’ll see a Linked Project dropdown menu below each line item. This dropdown shows you which project the line item is linked to.
- To change the project-to-line-item connection, just choose any of the client’s other projects from this dropdown. Note that changing the project connection on the invoice does not change related time or expense entries. Rather, it simply means that the line item(s) will now appear under the Invoices tab for a different project.
- If you created an invoice for tracked time and expenses, the project dropdown will default to the line item’s related project.
- After you save the invoice, you’ll see a link back to the project at the top of the invoice page.
- You can also link an invoice to a project from the Invoices tab on the Project Analysis page. There, just click the Link Invoice button, then select the invoice you’d like to link. All line items for that invoice will be linked to the project.
The Invoices Tab on the Project Analysis Page
Every billable project will have an Invoices tab on the Project Analysis page. This tab will show you all invoices linked to the project.
If an invoice is linked to multiple projects, the Pre-Tax Amount column in the Invoices tab will display only the amount applied to the project you’re viewing.
How Invoice—Project Linking Affects a Project’s Uninvoiced Amount
Every billable project also shows an Uninvoiced Amount on the Project Analysis page. Linked line items affect a project’s Uninvoiced Amount differently depending on the project type and the type of invoice.
For a Time & Materials project:
- An invoice for tracked time and expenses will reduce the project’s Uninvoiced Amount.
- Note that you can link line items on this type of invoice to other projects for the client. However, linking line items to a different project will still reduce the Uninvoiced Amount of the original project—the project to which the time and expenses are tracked—and won’t affect the Uninvoiced Amount of newly linked projects.
- Line items linked to the project on a free-form invoice or a recurring invoice won’t reduce the project’s Uninvoiced Amount.
- If you’d like to manually reduce the Uninvoiced Amount, you can do that by running either a Detailed Time Report or an Expense report and marking the hours/expenses as invoiced.
For a Fixed Fee project:
- For any invoice type, a line item linked to the project will reduce its Uninvoiced Amount.
How Linking Works for Recurring Invoices
When you create a Recurring Invoice, you can link its line items to projects via the Linked Project dropdown menu below each line item description.
When the recurring invoice is generated, it’ll appear in the related project’s analysis page, just like a regular invoice.
How Linking Works for Retainer Invoices
Retainer invoices (which deposit funds into a retainer) can’t be linked to projects.
However, invoices that draw from retainers can be linked to projects. Invoices that draw from retainers can’t be unlinked from the projects they’re related to.
If your retainer applies to all of a client’s projects:
- Invoices that draw from it can be linked to any of that client’s projects.
If your retainer applies to only one of a client’s projects:
- Invoices that draw from it can be applied only to that specific project.