To invoice a project, you must set the project status in the basic settings in the "Settings" tab to "Invoice".

As soon as a project reaches the "Billing" status, a new pending invoice is automatically generated in Leadtime in the 👉 "Invoice verification" area.

In the project settings under General billing settings, you can define which version should be used for billing.

Each project invoice always refers to a specific project version - usually the master version approved by the customer. This contains

However, as a project can change during implementation, the final invoice also includes

All of these items are automatically included if they are due for billing beyond the current status.

We recommend billing products - especially subscriptions - in a separate invoice. These do not appear in the one-off project invoice, but are billed cyclically.

To separate the invoices, navigate to the general billing settings in the "Settings" tab and set the "Allow mixed invoices" option button to "Split invoices".

Because additional products may have been added to the project after the originally commissioned offer version, separate versions of the project can be stored in the 👉 General billing settings for project billing and subscription billing.

From the moment the project has reached the "Billing" status, Leadtime will automatically generate product invoices at the frequency stored for the respective project until billing is deactivated or the project is closed.

You can check the active subscriptions for a project in the "Settings" tab in the Subscription billing menu.

For larger projects in particular, it is common to issue partial invoices - e.g. 50% at the start, 50% on acceptance. These so-called partial payments ensure liquidity and reduce the risk of one-sided advance payment.

You can create any interim invoices under the "Settings → Progress payments" tab.

Example:

The item immediately appears as an invoice in the 👉 "Invoice verification" area and can be sent like any other invoice.

In the final project invoice, all advance payments created are automatically deducted as negative items. This ensures that the customer is not charged twice.

If the "Split invoices" option has been selected under "Allow mixed invoices" in the general billing settings of a project, Leadtime generates several separate invoices for a project in the billing area - instead of bundling everything into one overall invoice.

This setting is particularly useful for more complex projects with product subscriptions, change requests or agreed interim payments.

As soon as the project reaches the "Billing" status, all items to be billed are automatically visible in the "Billing → Invoice verification" area - sorted by type and time frame.

A total of up to five different invoice types can appear there for a project:

If the project contains subscriptions from the product catalog (e.g. a monthly CRM module), a separate subscription invoice appears regularly from the time of billing - with the frequency that is stored in the product.

Example:

All tickets that are marked as "Change Request" and are not linked to a work package are billed in a separate collective invoice. Leadtime summarizes all hours of these tickets and multiplies them by the hourly rate stored in the project.

The invoice contains:

If express quotes have been created and confirmed by the customer, these are automatically listed as individual items with a fixed price in a separate invoice. These are individual tickets that have been added during the course of the project and have a fixed price.

If an interim invoice or advance payment has been defined in the project (e.g. 50% down payment at the start of the project), this appears as a separate invoice of the type "Interim payment " - with a clearly marked manual item.

The final invoice for the individual project is based on the approved project version (master version) and contains

If there was an advance payment, this is automatically deducted as a negative item in the invoice - so that no double billing occurs.

With split invoices, Leadtime ensures:

Tip:

In the "Invoice verification" area, you can check all generated invoices individually, comment on them and approve them with one click. This keeps your billing clear and audit-proof, even for complex projects.

In a mixed project invoice(👉 Settings tab / General billing settings / "Allow mixed invoices" button), all these individual invoices are combined into a very long collective invoice. However, we recommend splitting the invoice to speed up incoming payments: If the customer has a query about one item on a mixed invoice, payment for all other items will also be delayed.

With Leadtime, you retain full control over all billing-relevant items - from project work to subsequent changes. Invoices can be created flexibly and legally compliant:

This ensures clean, transparent and professional invoicing - in every project phase.