Billing and invoicing

Invoices turn the work record into a commercial document. Review time, billable state, rates, and client context before creating one. Fixing the source record first keeps reports and future invoices consistent.

Prepare billable work

Before opening Invoices:

1. Choose the client and billing period.
2. Confirm all relevant projects use the correct client and currency.
3. Stop running timers and resolve incomplete entries.
4. Review descriptions and billable state.
5. Confirm workspace, client, and project rates.
6. Resolve duplicate or overlapping time.
7. Review how AI-supported delivery will be described to the client.

If a source entry is wrong, edit the entry instead of compensating with an unexplained invoice adjustment whenever possible.

Create an invoice

Open Invoices and start a new invoice. Choose the client, billing period, line grouping, and tax rate. WhoWorked automatically includes eligible, uninvoiced billable entries for that client and period; entries awaiting approval or already included on another invoice are excluded. Review the aggregate preview, then create the draft.

The current platform view displays the generated draft and its lines but does not provide line-item or invoice-detail editing controls. If the source work, grouping, client, or rate is wrong, correct the source records and create a new draft before issuing.

Explain AI-supported delivery

WhoWorked keeps the person responsible for delivery as the headline and records agent contributions as supporting detail. Match the invoice language to the commercial agreement. Do not create a second, arbitrary hourly charge from token count unless that pricing method is part of the agreement and your methodology supports it.

For outcome-based work, attribution can support the delivery narrative and margin analysis without turning every agent event into a line item.

Review and issue

Use a simple two-person review for consequential invoices:

• The delivery owner confirms the work and descriptions.
• The commercial owner confirms rates, currency, tax treatment, totals, and the email stored on the client.

Download the PDF to review the document. When it is ready, select Issue invoice. Issuing assigns the invoice number, freezes its lines, and queues an email to the client's billing email or, when no billing email is stored, the client's regular email. If neither address exists, the email is skipped and the PDF must be delivered separately.

Reconcile payment

Use Record payment when payment or a material billing event occurs. Issued invoices can also be voided or corrected with a credit note. Accounting connections are configured by an owner or admin; the current invoice detail view does not expose a per-invoice accounting-sync control.

Period checklist

• Every running timer is resolved.
• Billable entries use the correct client and project.
• Rates and currency are consistent.
• Adjustments have a clear reason.
• Draft totals match the reviewed report.
• The issued invoice and payment state are recorded.

Invoices require the invoicing_enabled workspace entitlement and are available to managers, admins, and owners.

Use reports and insights to create the billing review view you repeat each period.