Invoicing & Billing

Turn tracked time and articles into professional invoices, send them to clients, and keep every invoice's status in one place. Invoicing connects directly to the work you've already done, so you bill accurately without copying numbers between tools.

Overview

Invoicing in Heyweek connects directly to the work you've already done. Bill tracked hours, add articles (line items), send the invoice by email, and follow it from draft to paid — all without leaving your workspace. Each invoice ties back to a client and the project it belongs to, and its total flows straight into your cash flow and reports, so your revenue picture stays current automatically.

Key features

• Drafts, outstanding, and history — Invoices are organized so you always know what's a draft, what's awaiting or overdue payment, and what's settled.
• Articles — Maintain a reusable list of articles (line items) with quantities and prices to drop into any invoice.
• Client details — Pull in client and billing information, and adjust per-invoice settings when you need to.
• Tax & discounts — Apply tax and discounts per invoice or per line, in the currency you bill in.
• Custom fields — Add your own fields to match local requirements or internal references.
• Clear statuses — Track each invoice as draft, sent, partially paid, paid, overdue, or voided.
• Payments & reminders — Record full or partial payments, add a payment link, and send reminders.
• Credit notes — Issue a credit note against an existing invoice when you need to.
• Email delivery — Send invoices to clients directly from Heyweek, now or on a schedule.

Creating an invoice

1. Start a new invoice and choose the client to bill.
2. Add line items — pick from your saved articles, or add tracked time and one-off charges.
3. Review the client information, dates, and any custom fields.
4. Save it as a draft to keep editing, or send it when it's ready.

While a draft is open, Heyweek warns you about unsaved changes so nothing is lost.

TIP

Build up your Articles list once. Recurring line items — retainers, common services, standard rates — then take seconds to add to any invoice.

Pulling in tracked time and charges

The fastest invoices are the ones you barely have to type. Because Heyweek already knows the hours logged against a project, you can bring billable tracked time into an invoice as line items rather than transcribing it by hand. Add one-off charges and expenses alongside that time, and pull in prepared articles for anything you bill regularly. The result is an invoice that reflects the work you actually did, with the numbers carried straight from where they were recorded.

Drafts and editing

Saving an invoice as a draft lets you keep refining it — adjusting line items, dates, and client details — before anything goes out. Drafts live in their own tab so works-in-progress stay separate from invoices you've already sent. When a draft is open, Heyweek warns you about unsaved changes so you don't lose edits. Once everything looks right, send it.

Sending and tracking

• Send invoices by email straight from Heyweek, with the details you set per client — immediately or scheduled to go out later.
• Watch each invoice move through its statuses — sent, partially paid, paid, overdue, or voided.
• Record payments as they arrive, in full or in part, and add a payment link so clients can pay online.
• Send a reminder on an outstanding invoice, and issue a credit note when you need to reverse one.
• A settled invoice can be revisited any time; you can also revert a sent invoice back to a draft if you need to correct it.

NOTE

Statuses tell you where money stands at a glance. An invoice marked overdue or partially paid is your cue to follow up, while your history keeps a record of everything settled.

Recurring and repeat billing

For clients you bill on a regular cycle — retainers, subscriptions, or ongoing services — set an invoice to recur on a chosen frequency, with an optional end date, and Heyweek generates the next one for you each period. Your saved articles and stored client details carry over, so each invoice arrives consistent without rebuilding it from scratch. Projects set up as retainers in Projects can have their invoices drafted automatically on the billing cycle you choose.

Works with the rest of Heyweek

• Bill the hours you log in Time Tracking so billable work never slips through.
• Invoice totals feed your Cashflow and Reports for a live view of revenue.
• Each invoice ties back to a Client and the Project it belongs to.
• Clients can view their invoices through the Client View portal.
• See everything the feature offers on the Invoicing feature page.

Tips

• Build up your Articles list once — recurring line items then take seconds to add.
• Use custom fields for things like PO numbers or VAT references that your clients expect.
• Keep client billing details current so every new invoice starts with the right information.
• Watch the status tabs and follow up on anything marked overdue before it ages further.