Invoices

Invoice Statuses

Every invoice in Hustle has a status that helps you track its progress through the payment cycle:

• Draft - Invoice is being created and has not been sent to the client yet
• Issued - Invoice has been sent to the client and is awaiting payment
• Paid - Payment has been received for this invoice
• Overdue - The due date has passed without payment being received

The Invoice Builder

The Invoice Builder guides you through creating a professional invoice in four simple steps:

Step 1: Details

Start by entering the basic information for your invoice:

• Invoice Title - A clear title for the invoice (e.g., "Web Development Services - January 2026")
• PO Number - Optional purchase order reference from your client
• Summary - A brief description of what the invoice covers (max 100 characters)
• Invoice Date - The date the invoice is issued (defaults to today)
• Due Date - When payment is expected

Step 2: Customer Details

Select who you're invoicing and confirm their billing address:

• Client - Choose from your saved companies
• Project - Select a project if applicable
• Billing Address - Auto-populates from the client record but can be edited

The address fields allow you to customise the billing address if it differs from the client's stored address.

Step 3: Services

Add the items you're charging for. Each line item includes:

• Description - What the service or product is
• Quantity - How many units
• Unit - Days, hours, or units
• Rate - Price per unit in GBP
• VAT - Select 0%, 5%, or 20%
• Discount - Optional discount amount

Adding Multiple Items

Click the Add Service button to add more line items. Each item calculates its own line total, and the overall subtotal, VAT, and grand total update automatically.

Additional Information

At the bottom of this step, you can add:

• Additional Info - Any extra details about the work
• Payment Terms - Terms and conditions for payment

Step 4: Preview

Review your invoice before saving. The preview shows exactly how it will appear to your client, including:

• Your company logo and details
• Client billing address
• Line items with totals
• Your bank details for payment
• Payment terms and notes

If everything looks correct, click Save to create your invoice.

Viewing Invoices

The Invoices page shows all your invoices in a table with:

• Customer name
• Invoice reference number
• Invoice date and due date
• Status badge
• Amount

Use the search bar to find invoices by client name or reference number. Click any row to view the full invoice details.

Exporting to PDF

To download an invoice as a PDF file:

1. Open the invoice Click on the invoice in your list to open the detail view.
2. Click Download PDF Click the "Download PDF" button to generate and download the file.
3. Send to your client Attach the PDF to an email and send it to your client.

Marking Invoices as Paid

When you receive payment for an invoice:

1. Open the invoice Find the invoice in your list or Dashboard and click to open it.
2. Click Mark as Paid Click the "Mark as Paid" button to update the status.
3. Confirm The invoice will move to "Paid" status and be removed from your outstanding balance.

Editing and Deleting

You can edit or delete invoices from the Invoices list:

• Edit - Click the pencil icon to modify invoice details (only available for Draft invoices)
• Delete - Click the bin icon to permanently remove an invoice

Note: Once an invoice is marked as Issued or Paid, it cannot be edited. Create a new invoice if changes are needed.

Invoices on Mobile

Create and manage invoices on your phone with the mobile-optimised interface:

Invoice List

The Invoices tab shows all your invoices in a card-based list. Each card displays the invoice number, client name, amount, and status. Tap any invoice to view full details.

Creating an Invoice on Mobile

To create an invoice on your phone:

1. Tap the central + button and select "New Invoice"
2. Tap "Select a client" to choose from your client list
3. Review the auto-generated invoice number and dates
4. Add line items with description, quantity, unit type, and rate
5. Set VAT rate and any discounts per line item
6. Tap "Preview Invoice" to see how it looks
7. Tap "Create Invoice" to issue it, or "Save as Draft" to finish later

Line Items

Each line item on mobile includes:

• Description - What you're billing for
• Quantity - Number of units
• Unit type - Units, Hours, or Days
• Rate - Price per unit
• VAT - Tax rate (0%, 5%, or 20%)
• Discount - Percentage or fixed amount off

Tap "Add Line Item" to add more items. Each line shows its calculated total including VAT.

Invoice Preview

Before creating, preview your invoice to see exactly how it will look when exported as a PDF. Check all details are correct before issuing.

Invoice Details

Tap any invoice to view its full details, download as PDF, or mark as paid.