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.

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

Video: How to Create an Invoice

This video goes over the basics of invoicing:

Creating Invoices

Time and Materials: 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 (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.
    • Select which projects you want to invoice, as well as which hours and expenses.
    • 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.
  5. Click Next Step.
  6. 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 projects your line items are linked to, and more.
  7. 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 be rounded for new invoices you create. Your team’s hours will also be rounded in the simplte time report (Reports > Time).

Fixed Fee: Create an Invoice Based on Your Uninvoiced Amount

  1. Go to Projects and click on the project you want to invoice.
  2. From the project’s analysis page, scroll to the Uninvoiced Amount box and click the New Invoice link.
  3. You’ll be brought to an invoice with your total uninvoiced amount automatically filled in for the Unit Price.
    • Note that if you adjust the invoice to be less than the total uninvoiced amount, the Uninvoiced Amount box on your Project Analysis page will adjust accordingly. So if you have $500 uninvoiced but edit your invoice to bill your client $200, your new uninvoiced amount will be $300.
  4. Click Save Invoice. You can send your invoice right away or save a draft and send it later.

Alternatively, you can create an invoice for Fixed Fee projects using the method described below for free-form invoices, as long as you link your invoice line items to your Fixed Fee project. This may be useful if you’re invoicing for multiple Fixed Fee projects in a single invoice.

Free-Form: Create an Invoice from a Blank Template

You can use free-form invoices to bill for Fixed Fee projects or 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 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, and 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.

How to Attach Files or an Expense Report 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. You can also attach an Expense Report, which will contain receipt images entered with your expenses.

Attaching Files

Once you’ve initially saved your invoice, the draft version will have a button to Attach File at the bottom, below the line items and (if applicable) invoice notes. Click the button to Attach File:

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

Attaching an Expense Report

You can attach an expense report at two different stages of invoicing:

  • When first creating your invoice after selecting which expenses to include.
  • After saving a draft invoice.

Your expense report isn’t added to your invoice till the invoice is saved—that means if you attach the report during creation and then delete a line item before saving, the report will correctly have that expense entry removed, as well.

If you prefer, you can attach your expense report after saving your draft. You’ll find a button to Attach Expense Report at the bottom of the draft invoice, below the line items and (if applicable) invoice notes. Click the button to generate and attach the expense report:

Attach expense report to this invoice

If you edit a draft invoice with an attached expense report, a new version that matches the current state of your invoice will be add automatically when you save.

Subtracting 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.