Generate clean invoices straight from your time logs

Generating an invoice from the session log

1. 1
   Open the Invoice section inside the client workspace.
2. 2
   Click Generate from Log. The entry selector opens showing all uninvoiced billable entries for this client.
3. 3
   Select the entries to include. You can select all entries or pick specific ones — useful when you want to invoice for only part of the work done so far.
4. 4
   WorkRate calculates the total automatically based on the hours and service rates. The subtotal, tax, and total update in real time as you select entries.
5. 5
   Review the billing contact, invoice number, and payment link before finalizing.
6. 6
   Click Create Invoice to save it. The selected entries are marked Invoiced in the session log so they won't appear on future invoices.

Reviewing the invoice before sending

Always review these fields before finalizing an invoice:

• Billing contact name and email — pulled from Client Settings. If wrong, update Client Settings and regenerate.
• Invoice number — auto-incremented per client. You can edit this if you need a specific numbering format.
• Line item descriptions — these are the notes from your session log entries. If a note is unclear, edit the session log entry first, then regenerate.
• Tax rate — pulled from Client Settings. If wrong, update Client Settings.
• Payment link — shows the client's manual payment link if set, or a Stripe checkout link if Stripe Connect is configured.

Tax lines

1. 1
   Tax is calculated automatically using the tax rate set in Client Settings for this client.
2. 2
   The tax amount appears as a separate line on the invoice so clients can see the full breakdown clearly.
3. 3
   To override tax for a specific invoice, edit the tax rate field on the invoice before saving. This only affects this invoice — the client's default rate in Settings stays the same.
4. 4
   To set a 0% tax rate, enter 0 in the tax rate field in Client Settings. The tax line will show $0 or be omitted from the PDF.

Sending the invoice to the client

1. 1
   Print or export a PDF using the Print PDF button. Send this to the client via your normal email.
2. 2
   If Stripe Connect is set up, click Generate Payment Link to create a Stripe Checkout URL for the exact invoice total. Copy and paste this link into your email to the client.
3. 3
   If using a manual payment link, that link is already printed on the PDF invoice automatically from Client Settings.
4. 4
   When the client pays through Stripe, the invoice status updates to Paid automatically in WorkRate.

Invoice history

1. 1
   All created invoices are saved in the invoice history for the client. Open the Invoice section to see the full list.
2. 2
   Each invoice shows the invoice number, date, total, and payment status (Unpaid, Paid, Overdue).
3. 3
   Click any invoice to reopen it, reprint the PDF, or generate a fresh payment link.
4. 4
   Invoices are never auto-deleted. Your billing history stays intact indefinitely.

Tips & best practices

• Bill regularly. Monthly billing keeps cash flow steady and prevents large invoices that surprise clients. Set a recurring invoice for retainer clients.
• Check your session log before invoicing. Make sure all entries are correctly marked Billable and Uninvoiced before generating.
• Include a payment due date. Net 15 or Net 30 should be clear in your email — it sets expectations and gives you a date to follow up from.
• Use Stripe Connect for faster payment. Clients pay immediately through the checkout link instead of needing to bank transfer or mail a check.
• Keep invoice notes professional. Session log notes become invoice line items — make sure they're client-readable before invoicing.

Troubleshooting