Creating and sending an invoice
The invoice lifecycle and how sending actually works.
An invoice moves through Draft → Sent → Partial → Paid, with Overdue shown automatically once it's past its due date while still unpaid.
Creating one
Start from a client, add line items directly, or import tracked time and billable expenses. If the client isn't set up yet, + New client on the same page creates one on the spot, so a one-off invoice for a new client never needs a detour to Clients first. The due date must be on or after the issue date — Springtrack enforces this so you can't accidentally create an invoice that's overdue the moment it's sent.
Sending
Review and send opens the email before it goes: pick which of the client's contacts get it, and check the subject and message. They start from your organisation's wording for the invoice email (Settings → Emails — see Emails), and you can change them for this one invoice. Springtrack's wording includes a View it online line with the link to the invoice; you can also include a PDF copy.
Sending really sends the email and updates the invoice's status to Sent with a timestamp — it doesn't just say "sent" without anything leaving. It's sent from Springtrack's own address so it arrives reliably, and your client's replies go to your organisation's reply-to address.
After that, the upcoming and overdue reminders (Pro) and a payment receipt for each payment can follow automatically — see Emails.
Numbering
Invoice numbers are assigned safely — deleting an invoice never causes the
next one to reuse its number. The pattern they follow (e.g.
INV-{YYYY}-{####}) is set in Invoices &
estimates.
Recurring invoices
On Pro and above, an invoice's menu has a Make recurring option that takes you to the invoice's edit page, where a Recurring section lets you turn the schedule on and pick a frequency — weekly, monthly, quarterly, or yearly. This uses the same scheduling engine as recurring bills.
Springtrack automatically drafts the next invoice for you on schedule — same line items, new dates, a fresh number — so you don't have to recreate it by hand each period. Each generated invoice starts as a Draft for you to review before sending.
Managing a recurring invoice
Every invoice with a schedule shows up under Invoices → Recurring — a separate list just for the retainer invoices you're tracking, alongside its frequency and the date its next copy will be drafted, so they don't get lost among one-off invoices. Search the list by invoice number or client the same way as the main Invoices table; click a row to open that invoice, or use its row menu to view or edit the schedule directly.
To change the frequency or turn a schedule off, open the invoice and choose Make recurring again — either from the invoice's own menu or from a row on the Recurring tab. The next copy's date updates to match as soon as you save.