> ## Documentation Index
> Fetch the complete documentation index at: https://docs.shiftsheet.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoicing

> How to generate, customise, approve, and send invoices from your timesheet data.

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

***

## Invoice overview

The Invoices page shows all invoices organised by status:

| Status       | What it means                      |
| ------------ | ---------------------------------- |
| **Draft**    | Being built, not yet submitted     |
| **Pending**  | Submitted for internal approval    |
| **Approved** | Internally approved, ready to send |
| **Sent**     | Delivered to the client            |
| **Paid**     | Payment received                   |
| **Overdue**  | Past the due date without payment  |
| **Rejected** | Needs revision before sending      |

***

## Generating an invoice

<Steps>
  <Step title="Click New Invoice">
    Found at the top right of the Invoices page.
  </Step>

  <Step title="Select the period and project">
    Choose the date range and project. Shiftsheet pulls in all approved timesheet entries for that scope.
  </Step>

  <Step title="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
  </Step>

  <Step title="Set invoice details">
    * **Client / recipient** — who receives the invoice
    * **Due date** — payment terms
    * **Notes / payment instructions** — appears on the PDF
  </Step>

  <Step title="Save as Draft">
    Save to keep working on it, or submit for approval.
  </Step>
</Steps>

***

## 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.

***

## 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

<Note>
  Content edits are stored as overrides. The original timesheet data is never modified.
</Note>

***

## 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

***

## 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

***

## 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

***

## Downloading as PDF

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