Customising invoices

1. Invoice Details & Data Sources

The information displayed on the invoice Preview step is pulled and configured across multiple areas of your workspace:

1. Team Settings: Your company logo, business name, address, tax registration, and base currency are configured on the Team Settings page.
   Note: Everhour currently supports a single base currency per workspace. If you update your company logo after initial setup, remember to refresh the image inside your active invoice templates as well.
2. Client Details: Pulled directly from the client's profile, including business contact info, billing address, and default tax/discount rates. These default rates can be overridden manually on individual invoices.
3. Invoice Details: Information configured directly while creating an invoice (issue date, due date, invoice number, and reference number).
4. Payments: A dedicated section recording full or partial payment history logged against the invoice.
5. History & Internal Notes: Displays an audit log showing client name, invoiced timeframe, included projects, edit history (who modified the invoice and when), and a section for private team comments.

2. How to Group Data in Line Items

When generating an invoice for Time & Materials (T&M) projects, you can organize line items using dynamic meta tags that automatically populate with logged tracking data.

You can combine multiple meta tags with custom static text (e.g., %MEMBER% :: %PROJECT% :: for %PERIOD%). Once saved for a client, Everhour automatically remembers and applies your preferred grouping pattern to all subsequent invoices created for that client. You can also customize individual line item descriptions after saving the grouping rules.

3. Date Format, Rounding, & Workspace Defaults

To configure global invoicing rules across your entire account, go to the Invoices app settings by navigating to Apps > Invoices > Settings.

From the Invoices App Settings, you can configure:

• Date Display Format: Standardize date formatting across all generated invoices.
• Time Rounding: Apply rounding rules (e.g., round to the nearest 6 or 15 minutes) specifically for invoiced time.
• Default Line Item Grouping: Set a single default time/expense grouping pattern applied across all workspace clients.
• Global Tax, Discount, & Payment Terms: Set workspace-wide defaults for tax rates, discount percentages, and payment due terms (which can still be overridden per client profile).

4. Creating & Customizing Invoice Templates

Invoice templates allow you to translate field labels into your client's native language, customize business terms, and hide or display specific line item parameters.

1. Create a Template: Go to the Invoices page, click the Menu icon (three dots), select Templates, and click Add Template (or duplicate an existing template).
2. Business Information: Update company contact details, tax registration numbers, and addresses to ensure compliance on PDF and electronic invoices.
3. Translate & Edit Labels: Customize invoice field titles directly inside the template builder. Click the Gear (⚙) icon next to line items to toggle columns like unit rates or quantities on or off.
4. Apply Template to Invoices: When generating a new invoice via Create Invoice, select your desired template from the Template dropdown menu.