Create New Invoice

Create a New Invoice in growlio

Summary: Generate professional invoices for your clients with detailed line items, payment terms, and automated calculations for accurate billing.

Overview

Creating invoices in growlio streamlines your billing process by automatically pulling data from your time entries, expenses, and project work. You can create professional invoices quickly, customize them for each client, and send them electronically with just a few clicks.

Whether you're billing hourly rates, fixed project fees, or itemized services, growlio's invoicing system handles calculations, tax rates, and payment tracking automatically.

Prerequisites

• Active growlio account with invoicing enabled
• At least one client added to your organization
• Services or time entries to bill (optional but recommended)
• Payment method configured for receiving payments (optional)

How to Create a New Invoice

Step 1: Navigate to Invoices

Click on "Invoices" under the Finance section in your main navigation. This opens the invoices overview page where you can manage all your billing.

Step 2: Click Add New Invoice

In the top-right corner, click the blue "Add New" button to open the invoice creation modal.

Step 3: Select a Client

Choose the client you're invoicing from the "Client" dropdown menu. All invoice details will be associated with this client, and they'll receive the invoice when you send it.

Step 4: Set Invoice Number

growlio automatically generates sequential invoice numbers, but you can customize the number if needed. Use a consistent numbering system for easy tracking and accounting.

Tip: Many businesses use formats like "INV-2024-001" to include the year in their invoice numbers for better organization.

Step 5: Enter Invoice and Due Dates

Set the "Issue Date" (typically today) and the "Due Date" for payment. Common payment terms are Net 30 (due in 30 days) or Net 15 (due in 15 days).

Step 6: Add Line Items

Click "Add Line Item" to add services or products to your invoice. For each line item, enter:

• Description of the service or product
• Quantity (hours worked, units sold, etc.)
• Rate or unit price
• Total amount (calculated automatically)

Step 7: Import Time Entries (Optional)

If you've been tracking time on this client's project, click "Import Time Entries" to automatically add billable time to your invoice. Select the date range and project, and growlio will create line items for all billable hours.

Tip: Review imported time entries before finalizing to ensure accuracy and combine similar entries if needed.

Step 8: Add Taxes and Discounts

If applicable, add tax rates by clicking "Add Tax." You can apply a percentage-based tax or enter a fixed tax amount. Similarly, add any discounts using the "Add Discount" button.

Step 9: Add Notes and Payment Terms

In the "Notes" section, add any additional information your client needs, such as payment instructions, project deliverables, or thank you messages. In the "Terms" section, specify payment terms and conditions.

Step 10: Review Invoice Total

Check the automatically calculated subtotal, tax amount, discount amount, and grand total at the bottom of the invoice. Ensure all amounts are correct before proceeding.

Step 11: Save or Send Invoice

You have two options:

• Click "Save as Draft" to save the invoice without sending it (you can edit and send it later)
• Click "Save & Send" to save the invoice and immediately email it to your client

Tips & Best Practices

• Use clear, detailed descriptions for each line item so clients understand what they're paying for
• Include project names or reference numbers in line item descriptions for client clarity
• Set realistic due dates that align with your cash flow needs and client payment terms
• Add a professional thank you note and payment instructions to every invoice
• Use consistent tax rates for similar services to maintain compliance
• Review all calculations before sending to avoid billing errors
• Include your payment methods (bank transfer, credit card, PayPal) in the terms section
• Send invoices promptly after work completion while the value is fresh in the client's mind
• Follow up on overdue invoices with automated payment reminders

Troubleshooting

Issue: The client I need to invoice isn't in the dropdown list.

Solution: You need to add the client to your organization first. Navigate to the Clients section, create the new client, then return to create your invoice. The client will now appear in the dropdown.

Issue: Imported time entries show incorrect rates or amounts.

Solution: Check that you've set default hourly rates for your team members or services in your organization settings. You can manually edit the rates in the invoice after importing time entries.

Issue: The invoice total doesn't match my expected amount.

Solution: Double-check all line item quantities and rates for errors. Verify that tax and discount percentages are correct. Remember that taxes are typically calculated on the subtotal after discounts are applied.

Issue: I sent an invoice but the client says they didn't receive it.

Solution: Verify that you have the correct email address for your client in their profile. Check your sent emails or invoice history to confirm the invoice was sent. You can resend the invoice from the invoice details page.

Issue: I need to modify an invoice after sending it.

Solution: You can edit sent invoices that haven't been paid yet. Open the invoice, click Edit, make your changes, and save. The client will see the updated version. For paid invoices, you may need to create a credit note or new invoice for adjustments.

Related Articles

• Set Up Invoice Templates and Branding
• Send Invoices to Clients
• Configure Payment Methods
• Track Invoice Status and Payments
• Create Recurring Invoices
• Set Up Automated Payment Reminders