Invoices
FlowLance provides full invoicing — create professional invoices, send them by email, generate PDF downloads, share via link, and track payment status.
Invoices List
The invoices page shows stats cards at the top:
| Card | Description |
|---|---|
| Total Invoices | Total number of invoices |
| Pending Payment | Amount and count of unpaid invoices |
| Overdue | Count of invoices past their due date |
| Paid This Month | Revenue collected this month |
Unbilled Time Alert
If you have billable time entries that haven't been invoiced yet, an alert bar appears showing: - Total unbilled hours and their value - Which projects have unbilled time - Quick buttons to create invoices for specific projects
Bulk Delete
Select multiple invoices using checkboxes, then delete them in bulk.
Creating an Invoice
Click New Invoice to open the creation form.
Basic Details
| Field | Required | Description |
|---|---|---|
| Client | Yes | Select from your clients |
| Project | No | Link to a project (enables unbilled time import) |
| Invoice Date | Yes | Date the invoice is issued |
| Due Date | Yes | Payment deadline |
| Payment Terms | No | Auto-calculates due date (e.g., 30 days). Default comes from your invoice settings |
| Notes | No | Pre-filled from your default invoice notes in Settings |
Line Items
Add line items manually, or import unbilled time entries:
Manual line items: - Description - Quantity - Unit rate - Amount (auto-calculated)
Import from time entries: When a project is selected, you can import unbilled time entries. Each entry becomes a line item showing: - Date and description - Hours worked - Hourly rate (from the project settings) - Calculated total
Time entries imported into an invoice are automatically marked as billed.
Tax and Totals
The invoice shows: - Subtotal — Sum of all line items - Tax — If you've configured tax rates in Settings - Total Due — Final amount the client owes
Invoice Detail Page
View the complete invoice with all details: - Invoice number (auto-generated with your configured prefix) - Client name and contact details - Full itemised breakdown - Payment status and dates
Invoice Actions
From the detail page or the list, you can:
| Action | Description |
|---|---|
| Edit | Modify invoice details (only for draft invoices) |
| Send via Email | Sends a branded email with PDF attachment to the client's email address |
| Download PDF | Generate and download a professional PDF invoice |
| Share Link | Create a public, token-protected link for the client to view the invoice online |
| Mark as Sent | Update status to "sent" without sending an email |
| Mark as Paid | Record that payment has been received |
| Revert to Draft | Change a sent invoice back to draft for editing |
| Delete | Remove the invoice (with confirmation) |
Invoice Status Workflow
Draft → Sent → Paid
→ Overdue (automatic when past due date)
- Draft — Invoice is being prepared, can be freely edited
- Sent — Invoice has been sent to the client
- Overdue — Invoice is past its due date and hasn't been paid
- Paid — Payment has been received
You can revert a sent invoice back to draft if you need to make changes.
Email Sending
When you send an invoice by email:
- The email is sent from a verified FlowLance address (invoice@flowlance.io)
- Your business email is set as the reply-to address, so client replies go to you
- A professional branded email template is used
- The PDF invoice is attached
Configure your business email and invoice branding in Settings.
Public Invoice View
When you share an invoice link, the client sees a read-only view including: - Invoice number and date - Full itemised breakdown - Total due - Your payment details (bank name, sort code, account number)
The link is protected by a unique token — it can't be guessed.
Invoice Settings
Configure defaults for all invoices in Settings > Invoice Settings: - Business name and address - Invoice number prefix and next number - Default payment terms - Default notes and footer text - Payment details (bank account) - Logo and brand colour
See Settings for full details.