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Invoicing & billing

The invoice writes
itself, mostly.

Approved time, expenses and stage payments become a line-item invoice your client can actually check — then it goes to Xero.

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Invoice WS-1042

Arrow Commercial · Website refresh · issued 24 July 2026

Approved
Description Hours Rate Amount
Design · Homepage wireframes 8.5 £85 £722.50
Design · Visual design, four templates 22.0 £85 £1,870.00
Build · Front-end build 46.5 £85 £3,952.50
Build · CMS integration 18.0 £85 £1,530.00
Content · Copy edit and upload 11.0 £75 £825.00
Expenses · Stock photography — — £180.00
Expenses · Accessibility audit (third party) — — £650.00
Design 30.5 — £2,592.50
Build 64.5 — £5,482.50
Content 11.0 — £825.00
Expenses — — £830.00
Subtotal
£9,730.00
VAT at 20%
£1,946.00
Total due
£11,676.00

Payment terms 30 days · detailed or summary, this is the real screen

How it works

Approve, draft, reconcile

  1. 01

    Approve the time

    Whoever owns the project signs off the week's entries. Only approved hours are ever billable.

  2. 02

    Draft the invoice

    Pick a project, a stage or a date range. Hours, expenses and VAT arrive priced, grouped and ready to edit.

  3. 03

    Send and reconcile

    Out to the billing contact, across to Xero, and the payment comes back against the same record.

Getting paid

Know where the money is

Draft, sent, part-paid, overdue — per invoice, without opening the accounting package to find out.

  • Stage payments. Split a fixed fee across milestones and invoice each one as it lands.

  • Part payments. Record what's arrived against an invoice and chase only the balance.

  • Xero, both ways. Push the invoice, pull the payment back, keep one set of numbers.

Outstanding · all clients

£29,550

Draft
£4,200
Sent, within terms
£18,900
Overdue
£6,450

Average days to pay this year: 34 — against terms of 30.

The breakdown clients trust

Every line traces back to an approved timesheet entry, so “what is this?” has a one-click answer.

VAT handled per line

Standard, reduced, zero or reverse charge, with the client's default applied first and overridable on the line.

Chasers you didn't write

Scheduled reminders at 7, 14 and 30 days past due — switched on per client, so the good payers never get one.

Works with

Time tracking

Approved hours arrive as invoice lines at the right rate.

Project management

Invoice a stage the moment it's signed off, against the budget you set.

Retainer management

Monthly retainers draft their own invoice on the renewal date.

The free trial

A word to the wise —
it's free to try.

Start free trial

or book a 20-minute demo

Length
30 days, every single feature unlocked
Card
Not required — and no auto-charge at the end
Setup
Import clients and projects from a spreadsheet
After
Monthly, per seat. Cancel whenever you like