Invoicing
Vantage turns tracked time into invoices with one click. No more exporting to spreadsheets or manual data entry.
How Invoicing Works
Time Entries → Approved → Invoice → Sent → Paid- Team logs time to projects
- Time gets approved (optional)
- Generate invoice from approved time
- Send to company
- Track payment
Generating Invoices
From a Project
Open project
Navigate to the project you want to invoice.
Click Invoice
Or press I to start invoicing.
Select time entries
Choose which approved time to include.
Review and send
Preview, adjust if needed, then send.
From Multiple Projects
Invoice a company for all their projects at once:
- Go to Invoices → New Invoice
- Select the company
- Choose projects to include
- All uninvoiced time appears
- Generate single combined invoice
Bulk Invoicing
For month-end:
- Go to Invoices → Bulk Generate
- Filter by date range
- Review all uninvoiced time by company
- Generate all invoices at once
Invoice Details
Header Information
- Invoice number - Auto-generated or custom
- Issue date - When created
- Due date - Based on payment terms
- Company details - From company record
Line Items
Each line item shows:
| Column | Source |
|---|---|
| Description | Time entry description |
| Quantity | Hours |
| Rate | Project or person rate |
| Amount | Quantity × Rate |
Group line items by project, by person, or by date. Configure default grouping in Settings.
Summary
- Subtotal
- Tax (if applicable)
- Discount (if any)
- Total Due
Customizing Invoices
Before Sending
Edit anything:
- Add/remove line items
- Adjust descriptions
- Change amounts
- Add notes
Invoice Templates
Configure your default template:
- Logo and branding
- Payment instructions
- Terms and conditions
- Bank details
Find templates in Settings → Invoice Templates.
Sending Invoices
Email Delivery
- Click Send
- Choose recipients (billing contacts auto-selected)
- Customize email message (optional)
- Send
Company receives:
- Email with summary
- PDF attachment
- Link to online invoice
Manual Download
Download PDF to send yourself or attach to another system.
Payment Tracking
Recording Payments
When company pays:
- Open the invoice
- Click Record Payment
- Enter amount and date
- Mark payment method
Partial Payments
Record multiple payments against one invoice. Vantage tracks remaining balance.
Online Payments
Connect Stripe to accept:
- Credit cards
- ACH bank transfers
- Auto-reconciliation
Online payment links appear on emailed invoices. Companies click to pay instantly.
AR Aging
Track outstanding invoices by age:
| Age | Status |
|---|---|
| Current | Not yet due |
| 1-30 days | Slightly overdue |
| 31-60 days | Follow up needed |
| 61-90 days | Escalate |
| 90+ days | At risk |
Aging report shows:
- Total outstanding by company
- Aging breakdown
- Collection priority
Retainer Invoicing
For companies with retainers:
Prepaid Retainers
- Invoice upfront for retainer amount
- As time is logged, it draws from retainer
- When balance is low, invoice again
Drawdown Reports
Show companies how their retainer was used:
- Time entries included
- Remaining balance
- Recommended top-up
Recurring Invoices
For fixed monthly fees:
- Create invoice template
- Set as recurring
- Choose frequency (monthly, quarterly)
- Auto-generates and optionally auto-sends
Good for:
- Hosting fees
- Support agreements
- Fixed retainers
Credit Notes
Need to adjust an invoice?
- Void - Cancel unpaid invoice
- Credit Note - Issue credit against paid invoice
- Adjustment - Add negative line item
Voided invoices keep their number. The next invoice increments normally. This maintains audit trail.
Tax Handling
Tax Rates
Configure tax rates in Settings:
- Name (e.g., “Sales Tax”)
- Rate (e.g., 8.25%)
- Default on/off
Per-Invoice
Override tax settings per invoice:
- Tax exempt clients
- Different jurisdictions
- Reverse charge (B2B)
Integrations
Accounting Software
Sync invoices to:
- QuickBooks Online
- Xero
- FreshBooks
Two-way sync keeps status updated.
Payment Processors
Accept payments via:
- Stripe
- PayPal (planned)
Next Steps
- Reporting - Revenue and AR reports
- Time Tracking - Source data for invoices
- Clients - Billing contacts and defaults