Generate professional PDF invoices from tracked time, email them to clients, and track payment, without leaving Gript.
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What is Invoicing?
Three things in one place: generate, send, and track.
Generate PDF invoices
Build line items from tracked time, add manual items, apply discount + tax, download.
Email to clients
Send the PDF directly from Gript with one click. No app switching needed.
Track what's paid
Every invoice is saved. Mark Draft → Sent → Paid → Void with a click.
Invoicing is per-board. Each board has its own invoice history. Multiple clients on separate boards = separate invoice records.
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Setup in Control Panel
One-time setup at Control Panel › Invoice Hub › Settings tab. It sets your branding, numbering, and payment info for every invoice.
Settings sectionWhat it holds
1. Company InformationLogo upload (PNG/JPG/SVG, max 2MB, recommended 300×100px), Company Name, Tax / VAT ID, Address, Phone, Email, Website.
2. BrandingAccent Color (4 presets + hex input), Font (Helvetica / Times / Courier), Logo Position (left / center / right), Paper Size (A4 / Letter / Legal / A5).
3. Invoice NumberingPrefix (e.g. "INV"), Format (PREFIX-YYMM-SEQ, PREFIX-SEQ, or PREFIX-YYYYMMDD-SEQ). Shows the next number, for example INV-2604-001.
4. Default ValuesCurrency (12 options), Tax Rate (%), Tax Label (VAT / GST / Moms), Payment Terms (Net 15 / Net 30 / Net 45 / Net 60 / On Receipt), Default Notes, Default Terms.
5. Payment InformationBank Name, Account Name, Account Number, Routing / Sort Code, SWIFT / BIC, IBAN, Custom Payment Instructions (shown in the PDF if any field is filled).
6. Email TemplateSubject (with placeholders), Body (multi-line, tokens resolved at send time), Signature selector. 7 placeholder tokens available.
7. Invoice PreviewLive A4 mock-up updates in real time as you type. Shows your logo, accent color, font, company info, and 3 sample line items.
Paper Size: Choose between A4 (international default), Letter (US & Canada), Legal (US legal / accounting), or A5 (compact). The invoice preview updates its aspect ratio to match. Your choice is saved per workspace and applies to all exports unless overridden.
Emailed invoices are always A4. The paper size you set here applies to invoices you download. An invoice emailed or re-sent from Gript is produced as an A4 PDF regardless of that setting (a known limitation).
Start from a template. Click one of the 6 preset buttons to pre-fill all fields except the email template, then adjust what you need.
"Save Changes" appears only when you've made edits. The button is hidden until you change something. Click it before navigating away.
Invoice Hub has three tabs. Settings (this page: branding & config), All Invoices (cross-board dashboard with KPI cards, filters, and full invoice list, Admins only), and Recurring Schedules (manage all recurring schedules across boards).
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Opening the Invoice Panel
Board toolbar → More → Export Invoice. Three clicks from any board.
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Click More in the toolbar (top right)
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Click Export Invoice (in the Data section)
"Export Invoice" not visible? It only appears when (a) Invoicing is enabled for your workspace, and (b) you are not a Viewer on the board.
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The Generate Tab
Left panel = the form. Right panel = the invoice you are building, and it is editable: change any line's description, hours, or rate, remove a line, or add one, before you download or send.
Invoicing modal: Generate tab Form fields at a glance: FROM: read-only, shows your company from Control Panel. BILL TO: Client name (required), company, address, email (required for Send). EMAIL: Send from, Subject, Message, Signature, pre-filled from Invoice Settings. Editable before each send. BILLING PERIOD: defaults to first → last day of current month. GROUP LINE ITEMS BY: Team Member or Task. DOWNLOAD INVOICE: saves a Draft record + downloads PDF. SEND BY EMAIL: disabled until client email is filled and at least one line item exists.
The footer has three buttons: Cancel, Send by Email, and Download Invoice. While Gript works they read Sending... and Generating.... On success a toast confirms, for example "Invoice downloaded and saved to history" or "Invoice sent to [email protected]".
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Adjusting one invoice
Currency, tax and discount, per invoice.
Your workspace defaults are filled in for you, and each individual invoice can still differ from them without you changing the defaults.
ControlWhat it does
CurrencyBill this one in a different currency from your usual.
TaxA rate and a label, so it prints as VAT, GST, Sales tax or whatever your country calls it. Set the rate to zero for a tax-free invoice.
DiscountEither a percentage or a flat amount, taken off before tax is applied.
Group line items byHow the work is broken up on the page.
On a board that runs its groups as projects, a Project picker scopes the invoice to one project, billing only that project time, rather than everything on the board.
If any line has no rate behind it, a banner says so before you generate, names the lines, and warns that they will be invoiced at zero. Fix the rate rather than sending a nil line by accident.
The line items are editable, so you can change a description, an hour count or a rate, and add or delete lines, before you generate the document.
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What the PDF Contains
A4 portrait: 11 sections from top to bottom.
PDF sectionWhat it is
1. Accent color barA colored bar across the top of the page in your accent color.
2. Logo + company infoYour logo, company name, and address.
3. INVOICE + number + datesThe word INVOICE with the invoice number, invoice date, and due date.
4. Accent divider lineA divider line in your accent color.
5. BILL TO blockThe client's name, company, address, and email.
6. Line items tableColumns: Description, Hours, Rate, Amount.
7. Totals blockSubtotal → Discount (shown in green) → Tax → Total Due.
8. Payment info boxBank, IBAN, SWIFT and similar, shown only if Control Panel payment fields are filled.
9. NotesYour default or per-invoice notes.
10. TermsTerms text in small gray type.
11. FooterA "Generated by Gript" line with the date.
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The History Tab
Every invoice ever generated for this board, with status and actions.
The History tab lists every invoice for this board with its number, client, period, total, status, and issue date. The ··· menu on each row holds the actions: Send by email, Mark as Sent, Mark as Paid, and Void.
Action menu rules: "Send by email" shows only when the invoice is not Void AND has a client email. "Mark as Sent" shows only for Draft invoices. "Mark as Paid" shows when not already Paid or Void. "Void" (red) shows whenever the invoice is not already Void, and it is permanent.
Re-send from a different account. When you have connected Gmail or Outlook accounts, a "Send from" picker appears in the History tab footer. Select your account before using "Send by email" in the row action menu.
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Recurring Invoices
Set up a schedule and Gript generates invoices automatically: monthly, weekly, or on a custom interval.
Recurring is per-board. Each board has its own recurring schedules: one per client, or multiple if you bill different clients from the same board. Schedules appear in the Recurring tab of the invoicing modal AND in the Invoice Hub admin dashboard.
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Open the board → More → Export Invoice
Same entry point as a regular invoice.
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Click the Recurring tab
Third tab in the modal, shows all schedules for this board.
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Click + New Schedule
A form opens to configure the schedule.
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Set frequency, client details, and auto-send preference
Then click Save, the schedule is active immediately.
Pause vs Delete. Pausing keeps the schedule intact (client, settings, history) but stops future runs. Use Pause when billing is temporarily on hold. Delete only when the recurring relationship is permanently over: the schedule cannot be recovered. Auto-send OFF: Gript still generates the invoice as a Draft on the scheduled date. You can review it in History, then send manually. Useful when you want to check the invoice before delivery.
No time entries for the billing period? The invoice is still created, as an empty Draft with zero line items. Review and add manual line items, or Void it if the period was genuinely empty.
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Invoice Hub (Admin Dashboard)
A cross-board view for workspace Owners and Admins: see every invoice and every recurring schedule in one place.
Control Panel, Invoice Hub
Admin only. Invoice Hub is visible in the Control Panel only to workspace Owners and Admins. Regular members manage invoices per-board via the invoicing modal.
KPI cards refresh on page load. Total Invoiced = Sent and Paid invoices only. Outstanding = Sent invoices awaiting payment only. Paid This Month = invoices marked Paid in the current calendar month. Use the period picker (This month / Last month / Last 3 months / This year / All time / Custom) to change the invoice list without affecting the KPI cards.
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Invoice Status Workflow
Four statuses. Each one means something specific, and Void is permanent.
StatusWhat it means
DraftInvoice downloaded, not yet sent. The starting status for every download. Actions: Send, Mark Sent, Mark Paid, Void.
SentPDF emailed to client or manually marked. Sent timestamp is recorded. Actions: Send, Mark Paid, Void.
PaidPayment received. Date recorded. Payment timestamp stored automatically. Actions: Void only.
VoidInvoice cancelled (reachable from any status). Kept for the record, but cannot be reactivated. No further actions.
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Real Scenarios
Step-by-step for the three most common situations.
Scenario 1: Freelancer: send monthly invoice by email
You've tracked April hours in Gript. End of month. Invoice the client directly from the board.
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Open the board → More → Export Invoice.
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Fill in Bill To: client name, company, and email address.
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Choose Group Line Items By: Team Member. Preview shows your April hours.
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Click Send by Email. Invoice is generated and emailed. Modal closes.
Client receives PDF by email. History tab shows status: Sent.
Scenario 2: Agency: download PDF, send externally, track in Gript
Your agency uses its own email system. You need the PDF file to attach manually.
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Open More → Export Invoice. Fill in Bill To (client email optional).
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Click Download Invoice. PDF downloads; status in History = Draft.
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Send the PDF via your external system. Then open History → action menu → Mark as Sent.
Invoice status updates to Sent. Gript record stays in sync even though email went externally.
Scenario 3: Recording payment when client pays
Invoice was sent two weeks ago. Client has now paid.
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Open More → Export Invoice → History tab.
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Find the invoice (status: Sent). Click ··· → Mark as Paid.
Status changes to Paid (green). Payment date is recorded automatically.
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Who Can Do What
Board permission level controls access to invoicing.
PermissionWhat they can do
OwnerGenerate & Download: Yes. Send by Email: Yes. Update Status: Yes. Void: Yes. Recurring Tab: Yes. Invoice Hub (CP): Yes, full access.
Full access (workspace Admin)Generate & Download: Yes. Send by Email: Yes. Update Status: Yes. Void: Yes. Recurring Tab: Yes. Invoice Hub (CP): Yes, full access.
Edit accessGenerate & Download: Yes. Send by Email: Yes. Update Status: Yes. Void: Yes. Recurring Tab: Yes. Invoice Hub (CP): No, not visible.
Viewer"Export Invoice" is hidden in the More menu. Viewers cannot access invoicing at all.
Control Panel is separate. Editing Invoice Settings (branding, numbering, payment info) requires workspace Admin or Owner rights, not just board access.
Sending from your own address. If you have connected a Gmail or Outlook account in profile settings, invoice emails are sent from your own address. If no personal account is connected, emails route through the system Gript address, which requires Microsoft Graph to be configured by your administrator.
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Common Questions
Quick answers to the questions people ask most.
Does Gript store the PDF file?
No. The PDF is generated on demand and not stored. When you click Download Invoice, the file goes to your browser. When you Send by Email, the PDF is generated, attached to the email, then discarded. Re-sending always regenerates a fresh PDF using your current branding.
The "Send by Email" button is grayed out. Why?
It's disabled when either the client email field is empty, or there are no line items in the preview. Fill in the client email in the Bill To section and make sure at least one line item exists.
I don't see "Export Invoice" in the More menu.
Two reasons: (1) Invoicing is a beta feature that must be enabled for your workspace. Ask your admin. (2) You have Viewer-level access, the option is hidden for Viewers.
Can I edit an invoice after downloading it?
Not in Gript. The PDF is a finished document. To make corrections, generate a new invoice with the corrected details, then Void the old one in History.
Can I undo a Void?
No. Void is permanent. The invoice stays in History for the record but cannot be reactivated. Generate a new invoice if needed.
Will I ever get a duplicate invoice number?
No. Invoice numbers are assigned atomically: the server increments a counter in a single database transaction, so two simultaneous actions cannot produce the same number.
Can I send to multiple recipients?
No. The client email field accepts one address. The email is sent to that address only.
Can I customize the subject and body of the invoice email?
Yes. Go to Control Panel → Invoice Hub → Settings and open the Email Template section. Set a default subject, body, and signature using placeholders like {{invoice_number}}, {{client_name}}, {{total}}, {{period}}, and {{due_date}}. Gript fills them in automatically when you send. You can also edit the subject and message directly in the Generate tab before each send.
Can I send invoices from my own Gmail or Outlook account?
Yes. If a Gmail or Outlook account is connected in your profile settings, a "Send from" dropdown appears in the Generate tab and History footer. Select your account or an alias, and the invoice goes out from your address. If no personal account is connected, emails are sent from the system Gript address.
Can I export invoices in US Letter or Legal size?
Yes. Go to Control Panel → Invoice Hub → Settings, open the Branding section, and select your paper size: A4 (international), Letter (8.5 × 11 in, US & Canada), Legal (8.5 × 14 in, US legal), or A5 (compact). The setting is saved per workspace. The Generate tab preview updates its shape to match.
Can invoices recur automatically?
Yes. Open More → Export Invoice → Recurring tab, then click "+ New Schedule." Choose Monthly, Weekly, or Custom frequency, set the client details, and toggle Auto-send on or off. Gript runs the schedule automatically and logs each invoice in the History tab.
What happens if Auto-send is OFF on a recurring schedule?
Gript still generates the invoice as a Draft on the scheduled date and saves it to the History tab. You can review it, add or remove line items, then send manually when ready.
What if there are no time entries for a recurring billing period?
The invoice is still created, as an empty Draft with zero line items. Add manual line items if needed, or Void it if the period was genuinely empty. The schedule continues running as normal next period.
What is Invoice Hub and who can see it?
Invoice Hub is an admin-only page in Control Panel that shows all invoices and recurring schedules across every board in your workspace. Only workspace Owners and Admins can access it.
How do the Invoice Hub filters work?
The All Invoices tab has four independent filters: a period picker, status pills (All / Draft / Sent / Paid / Void), a text search (searches invoice number, client name, company, and email), and a board dropdown. All filters work together.
Can I pause a recurring schedule instead of deleting it?
Yes. Click the pause icon (⏸) in the Recurring tab of the invoice modal or in the Invoice Hub Recurring Schedules tab. The schedule stops generating invoices but retains all its settings. Click the play icon (▶) to resume. Delete only when the recurring relationship is permanently over.
Can I invoice one client in a different currency?
Yes. Currency is set per invoice, and the workspace default is only a starting point.
How do I add VAT?
Set the tax rate and the label on the invoice. The label is free text, so it prints as VAT, GST or whatever applies to you.
A line came out at zero.
That line had no rate configured. The warning banner before you generate names exactly which lines are affected.
Can I bill one project rather than the whole board?
Yes, when the board runs its groups as projects. Choose the project in the picker and only that project time is billed.
