This is the flow a manager actually follows: set a few things up once, then repeat a short routine every billing period. The first two steps only happen once (or whenever something changes); the rest is what you'll do each time you invoice.

Step 1 — One-time setup: tax types, tax ID, and bank details

In Settings → Export, add the tax types your business charges (e.g. GST or VAT) and mark a default, then fill in your Tax ID and Bank Details. These print on every invoice from here on, so this is a one-time setup step, not something you touch per invoice.

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Step 2 — One-time setup: billing rate, currency, and tax per project

In each project's Edit Project dialog, set its billing rate, currency, and default tax type. Do this once when a project starts, or whenever its rate changes — the invoice export report reads these defaults automatically.

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You can also set a billing rate and tax type on an individual task, which overrides the project's default for just that task — useful when one task bills at a different rate than the rest of the project.

Step 3 — Run the Invoice Export report for the period

Open Reports → Invoice Export, pick the date range and projects for this billing period, then glance over the approval warning banner (if any entries aren't submitted or approved yet) and the Estimated Totals sidebar before going further.

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If your projects bill in more than one currency, Estimated Totals shows one block per currency, like the NZD and USD example below — each internally consistent, with its own subtotal, tax, and grand total. Keep this in mind for export: PDF and Xero CSV export can only include one currency per invoice, so a mixed-currency range will be blocked there. Standard CSV export has no such limit and can include multiple currencies in one file. As a rule of thumb: use PDF for a customer-facing invoice, Xero CSV to import into Xero, and standard CSV for spreadsheet review or when the range mixes currencies. If PDF or Xero export is blocked because a row's currency can't be resolved at all, set a workspace default currency in Settings → Export or Settings → General, or set the project's own currency code in Edit Project — any one of these fixes it.

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Step 4 — Override hours, rate, or billable status for invoicing

If an entry needs a billing correction — different hours, a different rate, or an expense that shouldn't be billable — use the Adjust action on that row in Time Details or Expenses. This overrides what's billed without changing the recorded time entry or expense itself, but it isn't scoped to just this one invoice: any invoice export that later includes this same entry will keep using the override until you change or clear it. An override indicator marks any row you've adjusted.

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In the first row above, the hours and rate were overridden (5.5h/$100 struck through, replaced with 6.5h/$120), which recalculates that row's amount and tax. In the second row, billable was overridden to non-billable, so its amount is struck through to $0 and greyed out, with a pencil icon marking the override. If you want a change like this to apply going forward rather than just override it every time, update the rate, tax, or default billable setting on the Task or Project instead.

Step 5 — Pick a customer for PDF or Xero export

Open PDF or Xero CSV export, select an existing customer or create one inline, set Group By to how you want line items organized (Project, Task, Consultant, and so on), and toggle whether non-billable time and expenses should appear. Apply a fixed or percentage discount here too, if this invoice needs one — it only changes the exported invoice, not the underlying time or expense records. Customers are shared across your workspace, so once you create one here, any other admin or manager can reuse the same customer on a future invoice.

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Step 6 — Customize which fields print on the invoice

Open Billing Detail Fields to check or uncheck which columns appear on the line items. Date, Hours, Rate, and Amount are mandatory and locked, since the invoice's own totals depend on them — Tax Rate locks too when the export mixes more than one tax rate. Everything else is optional, but keep whichever field you're grouping by (set earlier in Group By — Project, Task, Consultant, and so on) selected here too, so the printed rows still show what they're grouped by. Use the pencil icon next to any field to rename its column header to whatever your customer expects.

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Step 7 — Export, and save this setup as a profile

Enter a new invoice number for this billing period — profiles never remember it, so it's always a fresh entry. Leave Save to history checked if you want this specific export recorded in Invoice History for later review or re-download; that's separate from Save Profile, which stores the reusable project selection, grouping, and column setup under a name for next time, not a record of this export itself.

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Next billing period, open Invoice Profiles, apply the saved profile, adjust only the date range, and export — setup only happens once, this is the routine you'll repeat. Profiles are shared with every eligible admin and manager in the workspace, so anyone on the team can reuse the same setup, not just the person who created it. Every export you save to history — from any profile — appears under Invoice History from the report toolbar, so you can find and re-download it later. If a saved profile shows a warning like the ones below — "Active (Edited)" means this is the currently-applied profile with unsaved changes, and "N missing" means one of its projects was merged or deleted — review it before exporting, and re-save the profile afterward if the change should stick.

What affects totals, and what doesn't

Estimated Totals always reflects the current adjust-time and adjust-expense overrides plus tax — it recalculates as soon as you change an override, before you export anything. Changing the date range, project filter, or an override changes every total on the page; changing PDF columns, customer, or billing details only changes what prints, not the numbers themselves.