Invoices & Billing

Klority's invoicing engine turns your team's approved work into professional, client-ready invoices in seconds. No data entry, no spreadsheets — just one click to generate an accurate bill.

Creating an Invoice

Navigate to any project's Invoices tab and click Create Invoice. The wizard adapts automatically to your project's billing model.

For Hourly Projects

The wizard compiles all approved, unbilled time logs within your selected date range:

1. Set the Invoice Date and Due Date.
2. The system groups line items by team member: Hours Worked × Billing Rate/hr.
3. Any unbilled fixed expenses are appended with markup applied.
4. Add an optional Tax Rate (%) and Notes for the client.
5. Click Generate Invoice. All compiled hours are marked as billed automatically.

For Monthly Fixed Fee Projects

1. Select the Billing Period (month and year).
2. The system automatically generates a single Monthly Retainer line item equal to your configured fixed fee.
3. Any unbilled expenses for that period are appended.
4. Review, add tax/notes, and click Generate Invoice.

For Monthly Per Resource Projects

1. Select the Billing Period.
2. The wizard shows a Billable Resources Checklist — each billable team member with their calculated quantity and billing rate.
3. Review auto-calculated pro-rated quantities. A team member who joined mid-month will show a quantity of, e.g., 0.5.
4. Override any quantity manually if needed (e.g., set 0.25 for a quarter-time resource).
5. Members excluded from billing are listed in an Excluded Resources info box with a reason (non-billable, joined after billing period, missing rate).
6. Click Generate Invoice.

Custom Invoice Fields

Workspace Administrators can define custom fields in Workspace Settings → Invoice Customization. These fields apply to all invoices across the workspace.

Header Custom Fields

Top-level metadata fields that appear in the invoice header (e.g., PO Numbers, Tax ID, Client Reference).

Line Item Custom Columns

Extra columns added to the invoice's itemized table (e.g., Work Order #, Department Code, Tax Code).

• Supported types: text, number, date
• Apply To: Configure each column to apply to All items, only Resource (labor) items, or only Expense items.
• Values are entered per-line-item during the invoice creation wizard.

Privacy Mode

Need to invoice for resources without revealing developer names to your client? Enable Privacy Format in the invoice wizard. Resource line items will be labeled as generic roles (e.g., "Senior Developer") instead of individual names.

Managing Invoices

Once generated, invoices start in Draft status. From the Invoice Details page you can:

Edit Line Items

While in draft status, you can edit any line item's description, quantity, unit rate, and custom column values. Once sent or paid, items are locked.

Record Payments

Click Record Payment to log an incoming payment. Supported methods:

• Bank Transfer
• Credit Card
• Cash
• Other (with reference notes)

Send via Email

Click Send Email to compose a professional message. Klority generates a styled HTML invoice summary and dispatches it to the client's email address on file.

Print / PDF Export

Click Print to open the browser's print dialog. Klority uses an optimized print stylesheet so the invoice renders as a clean, professional PDF ready for attachment or filing.

Switching Billing Models

You can change a project's billing model at any time in Project Settings → General.

Invoice Checklist

• ✅ Team members have logged and managers have approved time logs.
• ✅ Billable rates are set in Project Settings → Team.
• ✅ (Optional) Custom fields are configured in Workspace Settings → Invoice Customization.
• ✅ Navigate to Project → Invoices → Create Invoice.
• ✅ Review generated line items, add tax/notes, and click Generate Invoice.
• ✅ Record payments as they arrive to keep invoice status up to date.