What you need to know about invoicing your clients.

Tracking time in Harvest is simple and easy, but the ultimate point of doing that is to get paid, right? In this section, we’ll show you how to invoice for Time & Materials and Fixed Fee projects in Harvest.

Invoicing for a Time & Materials project

To create an invoice, first go to Invoices and click New Invoice. Select your client and choose to Create an invoice for tracked time, expenses, or fixed fees. Click Choose Projects.

Image of New Invoice form

After selecting the relevant project(s) and the date range of hours you need to include, you’ll choose how to display hours on your invoice. If the Display option doesn’t match the hourly rate type of your project, we’ll calculate an effective hourly rate to use as the Unit Price for each line item. Alternatively, you can choose the Detailed option to display one line item per time entry.

Hourly Rate on Project: Image of hourly rate selection on Edit Project page

Hours Display on Invoice: Image of hours display selection on New Invoice page

Only time entries that were tracked to billable tasks will be pulled into your invoice. You can manage whether your tasks are billable on the project’s settings page. Only billable expenses can be included as well. When you’ve chosen the hours and expenses you want to include and how to display them, click View Draft Invoice.

Rates must be entered on your project in order to calculate your billable totals. Your rates will show up in the Unit Price column on your invoice.

Hourly Rates on Project: Image of Person Hourly Rates fields on Edit Project page

Hourly Rate on Invoice: Image of hourly rate shown in Unit Price column on Invoice

You can edit any of the line items that were pulled into your invoice or reorder the rows. You can also add line items or change which project a line item is linked to. Note that editing or deleting an invoice line item won’t change how much of the project budget is burned. More information on editing invoices can be found here.

When everything looks good, click Save Invoice. You can send your invoice to your client right away, or keep it as a draft and send it later.

Invoicing for a Fixed Fee project

To invoice for a fixed fee project, go to Invoices and click New Invoice. Select your client and choose to Create an invoice for tracked time, expenses, or fixed fees, then click Choose Projects.

After choosing the project(s) you want to invoice for and any billable expenses you want to include, click View Draft Invoice.

You’ll be dropped into an invoice where your project’s fee will be pulled into a line item. You can edit the invoice’s line items, add rows, or reorder them. If you’ll be creating multiple invoices for your fixed fee project, the Project Context feature will come in handy.

Image of a Harvest invoice that shows project context in use

When everything looks good, click Save Invoice. You can send your invoice to your client right away, or keep it as a draft and send it later.

Looking to customize your invoices?

Head over to Invoices > Configure. Here you can edit your company information, contact email, logo, invoice field labels, and more.

Want to get paid faster?

Harvest integrates with Stripe and PayPal so that customers can pay you directly from your invoice online with a credit card. You can set these up from Invoices > Configure > Online Payment. If you need help deciding which to use, here’s an overview of each.

You’ve now set up your Harvest account!

From here, you can continue to track time, invoice, and add projects, clients, and co-workers to Harvest. Don’t worry about being locked in to your settings—you can change them whenever you need to! If you need more help, you can get to our Help Center or Contact Us form from the Help link in the top right of your Harvest account.

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