User Guide/⏳Using Stackd/Invoicing/Client Invoices

Client Invoices

Create an Invoice

Time & Expense Invoice Type

Watch the Video
  1. Navigate to “Invoicing” > “Project Billing”
  1. Select, search, or filter for the project you want to create an invoice for from the table
  1. Click the desired project row to open the right-hand slide-over panel
  1. Click “Create Invoice”
    1. Multiple fields display at the top for billing cutoff date, issue date, and related details
    2. The “Items Breakdown” section displays work-in-progress (WIP) hours available to invoice. This information can be adjusted to determine the invoice amount.
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    3. To invoice expenses, scroll to the “Expenses” section. Mileage and printing expenses entered for the project appear as selectable invoice items. New expenses can be added through
      Submit Reimbursement Expense       or entered manually during invoice creation.
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The “Internal Comments” field populates with the most recent invoicing comments from the Project Billing summary window.
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  1. Click “Save Changes”
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Completed & Draft Invoices

Draft invoices can be edited, previewed, completed, configured for presentation, sent for review, exported, or deleted using the action bar at the bottom of the slide-over panel.
Draft and completed invoices are stored and colour-coded in “Invoicing” > “Invoices”.
Before transmission, completed invoices can be viewed, sent for review, written off, marked as sent, exported, deleted, or have their status updated.

Proposal Invoice Type

Watch the Video
  1. Navigate to “Invoicing” > “Project Billing”
  1. Select, search, or filter for the project you want to create an invoice for from the table
  1. Click “Create Invoice”
    1. Multiple fields display at the top for billing cutoff date, issue date, and related details
    2. The “Proposal Summary” section reflects the proposal sent to the client
    3. Click “Update from Item’s Breakdown” to bring WIP hours into the proposal summary table. If the “% Complete” values need adjustment this can be done in one of the following ways:
      1. Adjust the hours in the Items Breakdown and select “Update from Item’s Breakdown” to reach the desired invoice value
      2. Manually enter the “% Complete” values
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Adjusting personnel hours based on earned value results in more accurate key performance indicator (KPI) reporting.
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“Toggle Manual Mode” allows manual adjustment of invoice table values for proposal projects. Manual Mode is required to add new items.
  1. To invoice for expenses, scroll to the “Expenses” section. Mileage and printing expenses entered for the project appear as selectable invoice items. New expenses can be added through
    Submit Reimbursement Expense     or entered manually during invoice creation
  1. To invoice subconsultant expenses, scroll to the ”Sub-consultant Invoices” section. Existing subconsultant invoices appear as selectable line items. New subconsultant invoices can be added through
    Subconsultant Invoices
  1. Click “Save Changes”
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The invoice is now in draft mode. Draft invoices appear highlighted in yellow under “Invoicing” > “Invoices”.

Send Invoice to Client

Watch the Video
  1. Navigate to “Invoicing” > “Invoices”
  1. Draft invoices are highlighted in yellow
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Filter by “Invoice Status” and select “Draft” to view all draft invoices.
  1. Select the invoice and click “Complete” to move it from draft to ready-to-transmit status
  1. Invoices ready for transmission are highlighted in blue
  1. Select the invoice and click “Transmit”
  1. Click “Transmit Invoice”
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“Transmit Invoice” is only available if the invoice has not already been sent.
  1. Review the fields and make updates as needed
  1. Click “Transmit” to send an automated email to the client billing contact specified on the invoice

Delete an Invoice

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An invoice cannot be deleted once it has been paid.
Watch the Video
  1. Navigate to “Invoicing” > “Invoices”
  1. Select the invoice you want to delete from the table
  1. Click “More Actions” in the bottom-left corner
  1. Click “Delete”
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Deleting an invoice returns hours to WIP.

Write Off an Invoice

Watch the Video
  1. Navigate to “Invoicing” > “Invoices”
  1. Select the invoice you want to write off
  1. Click “More Actions”
  1. Click “Write-off”
  1. Select a date from the calendar
  1. Click “Write Off”
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Writing off an invoice does not return hours back to WIP.

Client Invoice Statuses

  • Draft — displayed once saved
  • Awaiting Payment — displayed once marked as complete
  • Written Off — displayed once written off

Track Invoice Status

  1. Navigate to “Invoicing” > “Invoices”
  1. Click “Filters”
  1. Use filters to review invoice statuses in bulk (for example, Invoice Status > “Sent”)
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To view payment history, see
Payments Received.

Export Invoices

Watch the Video
  1. Navigate to “Invoicing” > “Invoices”
  1. Select the invoices you want to export using the checkboxes
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To export all invoices, select “Select All”.
  1. Click the three-dot menu at the top of the table
  1. Click “Export”
  1. Select “Download” in the pop-up
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Do not close this pop-up.
  1. A .csv file is generated for import into QuickBooks
  1. After importing into QuickBooks, select “Mark as Exported” in the same pop-up
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Exported invoices display a checkmark in the “Exported” column.