Create an Invoice

Metric allows users to create an invoice based on time logs, expenses, fees, and custom line items. The created invoice can be exported as PDF, QuickBooks, or Xero invoices.

How to Create an Invoice

An invoice can be created on either a project level or a client level:

Project Level: Open the Project › Invoices section if you need to create an invoice for a specific project (recommended).
Client Level: Open the Client › Invoices section if you need to create an invoice at the client level (useful for invoicing multiple projects on one invoice).

Steps to Create an Invoice

Click the +New Invoice button.
The system will generate a unique Invoice Number by default. You can update this number if necessary. The default number format is defined by invoicing settings.
Set the Invoice Status:
- Draft: The default status for a new invoice.
- Approved: The invoice has no errors and is ready to be sent.
- Outstanding: The invoice was sent to the client or exported to an external system (e.g., QuickBooks or Xero). Automatically becomes outstanding upon export.
- Paid: The invoice has been fully paid by the client.
- Void: The invoice was canceled.
Set the Date and Payment Terms. The default terms are derived from project settings (for project-level invoices) or client settings (for client-level invoices). Use Custom Payment Terms to set a specific due date.
Fill in optional fields like PO Number, Reference, and Invoice Message. Default values are defined by the invoice template.
Click More details to add your Company Name and Company Details. These are pre-filled from the invoice template but can be updated.
Click Save to apply changes.
Click View to preview the invoice.

Invoice Number Generation

Metric AI automatically generates unique invoice numbers according to your organization’s configuration.

You can manage these settings in Settings › Invoicing › General

There are two modes of Invoice Number Generation:

Global: Continuous numbering across the entire organization.
Per-Client/Project: Separate numbering for each client or project.

Global

All invoices across the entire organization share one continuous sequence.

Available Settings:

Invoice Number Prefix – Defines the prefix for all newly created invoices.
Example: INV-
Next Invoice Number – Defines the number for the next invoice to be created. This value increases by 1 each time a new invoice is generated.
Example: 101

Resulting Format:


{Invoice Number Prefix} + {Next Invoice Number}

Example: INV-101

Manual Override
You can manually edit the Invoice Number field when creating an invoice.

Per-Client/Project

Each client or project maintains its own independent numbering sequence.

Available Setting:

Default Invoice Number Prefix – Defines the starting prefix used when no prior invoice exists for a specific project or client.

Logic: When a new invoice is created, Metric AI determines the next number as follows:

The system checks for the latest invoice within the project where the new invoice is being created.
If no invoice exists for that project, it searches for the latest invoice at the client level.
If no invoice exists for the client, it falls back to the organization level.
The Invoice Number from the latest invoice is incremented by 1.
If there are no invoices in the entire organization, the system uses the Default Invoice Number Prefix and starts from the initial number.

This approach ensures invoice numbers remain sequential within each project or client, while allowing flexibility in numbering structure.

Manual Override
You can manually edit the Invoice Number field when creating an invoice.
However, subsequent invoices will continue numbering automatically from the updated value.

Adding Line Items

Invoices can include line items from time logs, fees, expenses, and custom entries. Each line item can be manually edited (description, quantity, rate, item type, and taxes).

Add Line Items from Time Logs

Open the invoice and click Edit.
Click +Timelogs to add time logs.
Select the desired time logs. Use filters (e.g., Project, Employee, Task) and the Date Range Picker to refine the selection.
Set Add Selected As:
- Timelogs: Each log as a separate line item.
- Employees: Grouped by employee.
- Projects: Grouped by project.
- Tasks: Grouped by task.
- Roles: Grouped by role.
  Note
  The Add Selected As options are line item templates that can be configured to match your preferred grouping and layout style.
  Learn more in Line Item Templates
Click Select All or Unselect All as needed.
Adjust line items if necessary.

Add Line Items from Fees

Open the invoice and click Edit.
Click +Fees to add fees.
Select the desired fees. Use filters (e.g., Project, Task) and Date Range Picker to refine the selection.
Set Add Selected As:
- Fees: Each fee as a separate line item.
- Projects: Grouped by project.
- Tasks: Grouped by task.
  Note
  The Add Selected As options are line item templates that can be configured to match your preferred grouping and layout style.
  Learn more in Line Item Templates
Adjust line items if necessary.

Add Line Items from Expenses

Open the invoice and click Edit.
Click +Expenses to add expenses.
Select the desired expenses. Use filters (e.g., Project, Employee, Task) and Date Range Picker to refine the selection.
Set Add Selected As:
- Expenses: Each expense as a separate line item.
- Employees: Grouped by employee.
- Projects: Grouped by project.
- Tasks: Grouped by task.
- Roles: Grouped by role.
  Note
  The Add Selected As options are line item templates that can be configured to match your preferred grouping and layout style.
  Learn more in Line Item Templates
Adjust line items if necessary.

Add Custom Line Items

Open the invoice and click Edit.
Click +Add under the list of line items.
Fill in the item attributes (description, quantity, rate, item type, tax).
Save your changes.

Exporting Invoices

Invoices can be exported to various formats:

PDF: For manual sharing and archiving.
QuickBooks: Direct integration.
Xero: Direct integration.

Click the Export button and choose the desired format to complete the export process.