---
title: "Invoicing Add-On"
canonical: "https://support.functionfox.com/space/GS/39324497/Invoicing+Add-On"
format: markdown
---
![Invoicing.mp4](media://b6a52094-302e-41c6-89ba-f1686820987d)

## Invoicing

FunctionFox Invoicing allows you to create simple quotes based off project estimates or generate invoices from actual time and expenses entered into your account.

#### Creating a Quote or Invoice (Settings)

1. Go to **Invoicing > List Invoices** in the left menu.
2. Click on the **Create New** button.
3. Select whether you are creating an Invoice or Quote
  - **Invoices** are automatically populated from the following information:
    - Tasks and Rates
    - Timesheet Entries
    - Expenses
  - **Quotes** are automatically populated from the following information:
    - Tasks and Rates
    - Estimated Hours
    - Estimated Expenses
4. Select a **date range** from the drop-down menu. Custom Range will allow you to select your own dates.
  - For Invoices, this will include timesheet entries and expenses entered within the selected date range.
  - For Quotes, this will include estimated expenses entered within the selected range.
5. Select the **To (Client)** the invoice will be addressed to. **Note:** If you do not have any addresses in this list, you can add contacts and/or link contacts to a client by clicking on the Contact Details tab within the Invoice Details modal or going to [Clients > Contacts](https://support.functionfox.com/space/GS/119504900/Adding+Contacts) in the left menu.
6. Select the **From** address, by default this will be the address listed on the Contact Info tab under Account Settings.* *You can add additional From addresses through the Contact Details tab. Enter in the address and check off the ‘Invoice From Contact’ option.
7. The** Quote/Invoice Number** will be automatically generated but can be changed manually, if needed (you can further customize your invoice numbering under **Account Preferences > Invoicing**).
8. Choose to filter your project selection by **Status**.
9. Select the Project(s) you want to include on your Quote/Invoice.
10. Choose to **Include**:
  - Date Range
  - Details
  - Only Expenses
  - Expenses
  - Projects with Zero Expenses (Invoices)
  - Projects with Zero Estimated Expenses (Quotes)
  - Projects with Zero Time (Invoices)
  - Projects with Zero Estimated Time (Quotes)
  - Scope
11. Choose to **Hide**:
  - **Rates:** When hidden, rates will appear in the edit mode of the Quote/Invoice (grayed out) but will not appear once the Quote/Invoice has been saved
  - **Quantity:** When hidden, quantities will appear in the edit mode of the Quote/Invoice (grayed out) but will not appear once the Quote/Invoice has been saved.
  - **Subtotals**
12. Select which **Taxes** to apply. You can manage your taxes by clicking the Taxes tab in the Invoice Details modal, or by going to **Account Preferences > Invoicing** and clicking the Manage Taxes button.
13. Click **Submit** to generate the Quote/Invoice. Here, you can edit the Quote/Invoice to your liking before clicking **Save **at the bottom right.

![Picture74.png](media://226df30a-9a2d-4bd9-b9de-9f9a5bacddff)

#### Creating a Quote or Invoice (Edit Mode)

After you have clicked Submit and generated the Quote/Invoice based on your chosen settings, you have the opportunity to edit the Quote/Invoice before saving. 

![image-20240611-202523.png](media://c0ae5b42-39c1-4d79-8e05-8d8f18f0c556)

You can click to edit the following fields on the Quote/Invoice: 

- **Invoice Number**: You can add additional information and/or change the invoice number.
- **Issued** and **Due Dates**
- **Address To** and **From** fields
- **Project Name** and **Scope**
- **Task/Expense Name**, **Quantity**, and **Rate**. You can also choose to collapse the entire Task section by clicking on the icon beside the project name.

**Note: **Edits made to Tasks, Rates and Expenses on your Quote/Invoice will not affect any of the actual data within FunctionFox. 

Other Functions:

- **Add/Remove Line Items:** Click on the Add Fee/Add Expense link to add a new line item to the Quote/Invoice or remove a line item by clicking on the** x **next to it.
- **Taxable Items:** You can choose whether or not to apply you selected tax to an item by checking/unchecking the box next to it.

Once you are happy with your Quote/Invoice, click on the **Save** button at the bottom right of the page.

![image-20240611-202703.png](media://86f95e50-f5f7-440f-98d1-114f7165e4df)

> ℹ️ ![image-20240603-200300.png](media://993f8411-987c-42ac-b868-3a644999e95d)
> ℹ️ 
> ℹ️ **FOX TIP: **Looking to further customize your Quotes/Invoices? Go to** Settings & Preferences > Account Preferences > Invoicing** to add a Quote/Invoice footer, show your logo, and more.

#### Viewing Quotes/Invoices 

Once you have saved your Quote/Invoice, it will appear within the table on the **Invoicing > List Invoices** page. 

Here you can:

- **Search** Quotes/Invoices
- Filter by **Client Name**
- Filter by **Stage** (all new Invoices default to Unpaid, Quotes to Not Approved). Click on the Tips/Links at the top right to manage your Quote and Invoice stages.
- Filter by **Invoice Type**
- Choose to show Active Quotes/Invoices (default) or filter on Overdue or Archived.

#### Editing Quotes/Invoices

1. On the Invoicing > List Invoices page, click on **Menu > Edit** next to the Quote/Invoice
2. Make your edits while in Edit Mode
3. Click **Save**

![Picture75.png](media://b8800fe5-d470-4822-a4b2-521c9184f7ba)

#### Viewing Quote/Invoice Details

You can access a snapshot view of your Quote/Invoice details by clicking on **Menu > Details**

![Picture73.png](media://9daca590-866f-4081-b2c9-d31e682240d8)

Click on the Payments tab (Invoices only) to access a feature that allows you to enter in payment history for your Invoice. You can report on this data using the Invoice Report (Invoicing > Invoice Report). 

Use the **Menu > Download PDF** option to download a copy of the Quote/Invoice.

#### Deleting/ Archiving Quotes/Invoices

When viewing your Quotes/Invoices on the Invoicing > List Invoices page, you can:

1. Delete a Quote/Invoice by clicking on the **delete** icon (Note: Once a Quote/Invoice is deleted, it cannot be recovered).
2. Archive a Quote/Invoice by clicking on **Menu > Archive**. This is a good option for Quotes/Invoices that have been paid. Archived Quotes/Invoices can be de-archived if needed.