Learn how to create and send invoices with our step-by-step directions.

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

Videos: How to Create an Invoice

This video goes over the basics of invoicing.

How to Create an Invoice

Administrators can create invoices for all clients. Project managers can create invoices for projects they manage if they have permission to create invoices.

Create an Invoice Based on Tracked Time and Expenses

  1. Go to Invoices > Overview.
  2. Click New Invoice and pick your client.
  3. To pull in hours or expenses from your timesheet, choose to invoice Based on tracked time and expenses, then click Next Step. Remember:
    • Tasks must be checked as billable on your project (in 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 Create Invoice page, then click Next Step.
  5. You’ll see a draft of the invoice. You can add a subject, due date, taxes, customize the order of the rows on your invoice, change which project your line items are linked to, and more.
  6. Click Save Invoice. You can send your invoice right away, or save a draft and send it later.

Note: Invoices can automatically round your time entries. To turn this feature on:

  1. Click Settings (upper right corner).
    • Only administrators can view and change Account Settings.
  2. Click Edit Preferences.
  3. Change the option for Time Rounding.

Once the rounding preference is on, your hours will also be rounded for new invoices you create.

Create a Free-Form Invoice

  1. Go to Invoices > Overview.
  2. Click New Invoice and pick your client.
  3. Select Free-form invoice, then click Next Step.
  4. You’ll see a blank invoice. 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.
  5. You can add a subject, due date, taxes, customize the order of the rows on your invoice, and more.
  6. Click Save Invoice. You can send your invoice right away, or save a draft and send it later.

Attach Files to an Invoice

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.

Once you’ve initially saved your invoice (after step 6 in the two sets of instructions above for creating an invoice), the draft version will have a link to Attach file to this invoice at the bottom, below the line items and (if applicable) invoice notes. Click the link to attach files:

Attach file to this invoice

When you send an invoice with a file attached, your client will see a link to download the attachment in the invoice email message. If you send your client a link to view the Web Invoice in Harvest, they’ll see the link there, too. Here’s what it looks like in an invoice email:

Attachment link in invoice email

How to Subtract an Amount from Your Invoice (Negative Line Items)

If you prepend your Unit Price amount with a minus sign, Harvest will automatically subtract that amount from your invoice total. To apply this negative line item to your invoice:

  1. Head to Invoices > Overview and click the invoice you need to edit.
  2. Click the Edit Invoice button in the top left of the invoice.
  3. Click the Add Row button that appears at the bottom of your line item list.
  4. Enter your description.
  5. In the Unit Price column, enter a minus sign (-) and the dollar amount you’d like to subtract from your total.
  6. Save.