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Invoices

Generate a monthly invoice from your own logged hours at your own rates, download it as a PDF, and send it in — with admins able to read every invoice the organization has produced.

Where to find it: Invoices in the mode switcher.

What this section is about

An invoice is a month of one person's logged time, priced at that person's pay rates and grouped by client and project. It is generated from the timesheet rather than typed, so the hours on it are the hours that were logged.

Generating freezes the figures: the line items are snapshotted and a PDF is rendered and stored. Re-pricing later cannot change an invoice that has already been generated, which is what makes reprinting last month's invoice give the same number to the cent.

Sending emails the PDF to the organization's billing inbox from your own connected Google account, so it arrives as a message from you.

Important features to use

  1. 01Review the month before generating itPick a month and you get a breakdown per client, with each project's hours, rate and amount, plus the three figures that matter — total billed, hours worked, and how many clients and projects. Nothing is saved until you confirm.
  2. 02Admins can read everybody'sThe Mine / Everyone's control at the top of the list. The wide view adds a contractor column, and opening any invoice shows its full breakdown and its PDF. It is read-only: an admin cannot generate or send on somebody else's behalf, because sending goes out from the sender's own mailbox.
  3. 03Retainers appear as flat-fee linesA month on a retainer is paid in full whether or not hours were logged, so the line shows a Flat fee badge instead of a rate. The amount beside it is not hours times anything, and the invoice says so.
  4. 04Set the billing inbox onceSettings → Organization. Until it is set, Send refuses with an explanation rather than silently doing nothing.
  5. 05Connect Google to sendSettings → Connected accounts. Without it you can still generate and download the PDF — only the Send button is unavailable.

Common questions

A line bills $0.
No pay rate is set for you on that project. The draft warns about it by name before you generate. Rates are set in Settings → Billing Rates by an admin.
Hours are missing from my invoice.
Unreviewed time does not count — clear your In review queue on the timesheet first. Deleted entries do not count either.
I generated the wrong month. Can I delete it?
There is no delete in the UI. Generate the correct month and send that one; an unsent invoice is just a PDF in your list. Ask an admin if one genuinely needs removing.
Can I generate the same month twice?
Yes, and the picker marks a month as already invoiced so you know. A second invoice is created rather than replacing the first — useful after fixing a time card, but check which one you send.
Is there an approval or payment workflow?
Not yet. An invoice is either generated or submitted; OS3 does not track approved or paid. Admins can read everything that has been submitted, and payment happens in your finance system.
Which rate is used — what the client pays, or what I am paid?
Your pay rate. An invoice is what the agency owes you, so the client's bill rate never appears on it.