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Shiftsheet’s Invoices module lets you generate client-ready invoices directly from approved timesheet entries. Go to Invoices in the sidebar.

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Invoice overview

The Invoices page shows all invoices organised by status:
StatusWhat it means
DraftBeing built, not yet submitted
PendingSubmitted for internal approval
ApprovedInternally approved, ready to send
SentDelivered to the client
PaidPayment received
OverduePast the due date without payment
RejectedNeeds revision before sending

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Generating an invoice

1

Click New Invoice

Found at the top right of the Invoices page.
2

Select the period and project

Choose the date range and project. Shiftsheet pulls in all approved timesheet entries for that scope.
3

Review the line items

Each employee’s hours become a line item, calculated using their billable rate. You can:
  • Adjust descriptions
  • Edit hours or amounts
  • Add custom line items
  • Hide specific entries
4

Set invoice details

  • Client / recipient — who receives the invoice
  • Due date — payment terms
  • Notes / payment instructions — appears on the PDF
5

Save as Draft

Save to keep working on it, or submit for approval.

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Customising the invoice template

Before sending invoices, set up your company’s template:
  1. Go to Settings → Invoice Template (or the Invoice Editor)
  2. Upload your company logo
  3. Set your billing address and ABN/Tax ID
  4. Choose a colour scheme
  5. Add standard payment instructions
The template is applied to all invoices as the default design.

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Editing invoice content

You can tweak the content of any invoice without changing the underlying timesheet data:
  1. Open an invoice in Draft status
  2. Click Edit Content
  3. Adjust descriptions, hours, rates, and totals in the editor
  4. The live PDF preview updates as you type
  5. Save
Content edits are stored as overrides. The original timesheet data is never modified.

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The approval workflow

For companies that require internal sign-off before sending:
  1. Submit the invoice from Draft → status becomes Pending
  2. A Company Admin reviews and Approves (or Rejects with a note)
  3. Once Approved, the invoice can be sent

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Sending an invoice

  1. Open an Approved invoice
  2. Click Send
  3. Enter or confirm the recipient’s email address
  4. The client receives a professional PDF via email

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Marking as paid

Once payment is received:
  1. Open the Sent invoice
  2. Click Mark as Paid
  3. The status updates to Paid and the date is recorded

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Downloading as PDF

On any invoice, click Download PDF to save a copy locally. This works at any status.