Creating Invoices

What is an invoice?

An invoice in FlowQi bills a client for work you delivered — tied to a service, a project, or tracked time. Each invoice has its own number, an issue and due date, a client, line items, and totals with tax and an optional discount. You can preview the invoice and download it as a PDF.

Where to find Invoices

Open the Financial Management area (/finance-management) and go to Invoices in its sidebar. At the top you’ll see a summary with four cards:

Below the cards is the invoice list.

The invoice list

Each row in the list shows:

At the top of the list you can:

• Search — search by invoice number, client, or what the invoice relates to.
• Filter by status — Paid, Sent, Overdue, or Draft.
• Sort — by Invoice #, Client, Issue Date, Due Date, or Amount.

The Related To column also shows a billing type label: Retainer, Fixed Fee, Time & Materials (T&M), or Project.

Creating an invoice

Click Create Invoice at the top right of the list and fill in:

A new invoice starts as a Draft with today’s date for both issue and due date. Click Create Invoice to save, or Cancel to discard.

Editing an invoice

Open an invoice from the list to reach the editor. The header shows the invoice number and its status badge, with buttons to Preview Invoice and Download PDF. The editor is split into three areas.

Invoice details

The top of the editor has three cards:

• Invoice Context — Issue Date, Due Date, Payment Terms, and the Related Project. A Retainer badge appears when the invoice is a retainer.
• Client — Company, Contact Person, Email, and Phone.
• Internal Reference — Created By, Pricing Method, Currency, and Tax Rate.

The Due Date is calculated automatically from the issue date and the payment terms you pick.

Line items

Below the details is the line-item table. Click Add New Line Item and fill in each row:

The Service you pick comes from your Services Catalog — define a service once and reuse it on line items here.

Use the edit (pencil) icon to change a row and save or cancel your edit; use the delete (trash) icon to remove a row.

Totals

The totals box at the bottom adds everything up:

• Subtotal — the sum of all line items (quantity × unit price).
• Discount — an optional fixed amount you subtract.
• Tax (%) — applied to the amount after discount.
• Total — subtotal − discount + tax.

When a discount or tax applies, FlowQi also shows the after discount amount and the tax amount so the calculation is transparent.

Status: draft, sent, paid, or overdue

Every invoice has a status: Draft, Sent, Paid, or Overdue. Set it in the Invoice Settings panel on the right of the editor, or pick it in the list filter. The status badge is color-coded so you can see at a glance where each invoice stands.

Showing and hiding line-item columns

In the Invoice Settings panel you can toggle which line-item columns show: Type, Description, Service, Quantity, Unit Price, and Actions. Hidden columns disappear from both the editor table and the PDF — handy for a cleaner invoice.

Previewing and downloading the PDF

• Preview Invoice opens a print-style preview with your details, line items, and totals, plus an Amount column per line.
• Download PDF saves the invoice as a PDF named after the invoice number (for example invoice-INV-2025-001.pdf).

Where to go next

• Invoice Status — the four statuses an invoice can have and how to set them.
• Services Catalog — the reusable, priced services you add to line items.
• Time Budgets — how invoicing connects to the budgets that anchor your work.