How do I create invoices and record payments?

With TimeStatement, you can easily create professional invoices, including e-invoices.
You can create invoices in several currencies and languages, define invoicing settings per client, customize the invoice design, record payments and keep track of open invoices at all times.

How do I create an invoice?

1. Go to the "Invoices" tab and click "New Invoice".

2. The "Select Project(s) to invoice" window opens. On the "Unbilled", "Project" or "Custom" tab, select a project and click "Add". The client is taken from the project.

• The "Unbilled" view shows all activities that haven't been invoiced yet, giving you a quick overview of open items that may be ready to invoice. You can select the period, for example "Month", "Quarter" or "Custom". The "Amount" column shows the total of the project's unbilled items. Click the small question mark icon to see what this amount is made up of, for example how much comes from activities, expenses as well as flat rates and retainers.
• In the "Project" view, you can select a specific project and then set the period you want – for example "Since last invoice", "Previous quarter" or "Custom".
• In the "Custom" view, you can create an invoice independently of a specific project. You can set the name, the currency (e.g., euros), the client and the company individually. This type of invoice is needed, among other things, for advance (on-account) invoices.

3. After adding a new invoice, you can adjust all important invoice details on the invoice's "Overview" tab:

• "Invoice number", "Invoice date", "PO number", "Sender", "VAT" (%), "Discount" (%), "Due" (payment terms) and "Receiver".
• Selecting an invoice template under "Template" and setting the "Subject" and the "Text".

4. All recorded projects, activities, expenses as well as flat rates and retainers shown in the invoice overview for the selected period can be edited on the tabs to the right of "Overview". There you can change, add or delete activities manually or add an expenses flat-rate.

Note: If activities and amounts are entered manually, the invoice details no longer match the project time tracking.

5. If needed, click "Add Project" to add projects to the invoice manually.

6. Finally, click "Save" to complete the invoice.

Creating e-invoices

With TimeStatement, you can quickly and easily create e-invoices/XRechnung for your clients as well as QR invoices for your clients in Switzerland and Liechtenstein.

Deleting, editing or downloading an invoice

Once created, the invoice is generated in TimeStatement and can be processed further with the following buttons:

• Delete: Click "Delete" to remove the invoice.
• Edit: To change invoice information, click "Edit".
• DOCX: Click "DOCX" to edit the invoice layout directly in TimeStatement, or to download, adjust and upload it again.
• PDF: Download the invoice as a PDF by clicking "PDF". If a QR code invoice has been set up, you can choose "With QR Code" or "Without QR Code".
• eInvoice: If the XRechnung settings have been configured correctly, the "eInvoice" button also appears here.

Sending an invoice

After downloading the invoice as a PDF and sending it to the client, you can mark the invoice as sent in TimeStatement.

Once an invoice has been marked with the "Mark as sent" button, it is locked for editing. To unlock it, click "Mark as unsent".

Recording payments

There are two ways to record payments in TimeStatement:

Recording the payment of an invoice

1. If the invoice from the previous steps isn't already open, click the "Invoices" tab and select the invoice.

2. Click the "Add Payment" button at the top. TimeStatement fills in all relevant fields automatically.

3. If only part of the amount was paid, adjust the automatically filled "Amount" field. The remaining amount stays marked as open.

4. Use the "Mark invoice as paid" option to indicate whether the invoice has been paid in full or a balance is still open.

5. Save the payment by clicking "Save".

Recording a general payment

1. Go to the "Invoices" tab, then "Payments", and click "New Payment".

2. Select the "Client" and the "Invoice". TimeStatement fills in the invoice amount automatically. Adjust the amount if the client hasn't paid in full.

3. Save the payment by clicking "Save".

Note: Leave the "Invoice" field empty if the client makes an advance payment without having received an invoice first – or if they received an advance (on-account) invoice from you and have now paid it. If you don't assign the payment to a specific invoice, TimeStatement automatically treats the amount as a credit. When you later create a new invoice for this client, TimeStatement automatically asks whether the existing credit should be applied and the invoice amount reduced accordingly.

Invoice and payment overview

1. The "Invoices" tab shows an overview of all recorded invoices. Use the search filters ("Number", "Paid", "Sent", "Client", "Date from", "Date to", "Order by") to find invoices faster, e.g., set "Paid" to "No" to show open invoices.

2. A partially paid invoice has no separate status; it shows the full "Amount" and the reduced "Balance" (remaining amount).

3. The "Payments" tab lists all recorded payments and has its own search filters.

4. Under "Charts" on the "Invoices" tab, you can see which amounts have been invoiced and paid.

Currency note: For simplicity, all prices in this article are given in euros (€). However, other currencies such as CHF and USD are also available in TimeStatement.