1. Home
  2. Docs
  3. Invoices
  4. Invoice Elements

Invoice Elements

In this article, you will see the elements that every invoice has and how you can use them.

This is what a typical invoice looks like:

All elements are grouped into the following logical blocks:

  1. Basic invoice fields
  2. Time and materials items
  3. Fixed price items
  4. Taxes and discounts
  5. Totals
  6. Notes for client

Let’s look at them one by one.

Basic Invoice Fields

These fields are pretty standard for any invoice:

FieldDescription
SubjectThe subject line is the invoice title. It helps to identify the invoice. You can put an invoiced project or a service name here. For recurring invoices, you can consider putting month and year in the subject line. For example “Bankly Mobile App, November 2020”
StatusThe status of the invoice. You can read more about the statuses in the Invoice Statuses article.
Invoiced DatesThe dates that are being invoiced. This is mostly used for time and materials invoices. This field defines the dates range that will be used for importing team time from Jira. You can read more about using this field in the Time and Materials Pricing Model article.
Invoice CurrencyThe currency of all invoice amounts. See the Setting Invoice Currency article for more information.
Invoice NumberThe unique invoice number. This number is used to identify the specific invoice. You can set a custom invoice numbers, and the Clerk will automatically increment them for every new invoice. Read the Custom Invoice Numbering article for more details.
ClientThe name of the invoiced client. Read the Managing Clients article for more information about working with clients.
Client Company Address and Legal InfoYou can add the client’s company address and other legal information, like bank details, VAT/taxpayer number etc. Read the Client Company Address and Legal Info article for more details.
FromYour company name. You can set it in the Clerk Invoices Settings.
Your Company Address and Legal InfoYou can add your company address and other legal information, like bank details for making payment, VAT/taxpayer number etc. Read the Setting Company Address and Legal Info article for more details.

Time and Materials Items

The invoice items with time and materials pricing model. Every item contains a certain amount of work that is being invoiced to the client. Read the Time and Materials Pricing Model article for more details. You can easily mix different pricing models in one invoice. Read the Mixing Pricing Models in One Invoice article for more details.

Every time and materials item has the following fields:

FieldDescription
Item DescriptionA description that explains what is invoiced in the current item. It could be work type, like “Back-End Development”. Or employees level, like “Senior Developers”.
View Time Report LinkThe link to the time and cost report that shows time spent and cost per project, task and employee. The report is generated automatically if the time was imported from Jira. Read the Time and Cost Reports for Clients article for more details. If the invoice item time was entered manually, this link is not present.
Time Filters AppliedA list of time filters that were applied while importing time from Jira. Read the How Importing Time Works article for more details.
TimeThe time spent by the team that is being invoiced.
RateThe hourly rate that is applied to the current invoice item.
AmountThe invoiced item amount that equals Time × Rate.
Discount and Taxes OptionsThe discount and taxes options that show whether discount or specific tax is applied to the current invoice item. See the Applying Taxes and Discounts article for more details.

Fixed Price Items

The invoice items with a fixed price model. Read the Fixed Price Model article for more details. Every fixed price item has the following fields:

FieldDescription
Item DescriptionA description that explains what is invoiced in the current item.
AmountThe invoiced item amount. You can enter a negative amount to take into account retainers and upfront payments that you have got from the client. Read the Retainers and Upfront Payments article for more details.
Discount and Taxes OptionsThe discount and taxes options that show whether discount or specific tax is applied to the current invoice item. See the Applying Taxes and Discounts article for more details.

Taxes and Discounts

The taxes and discounts that are applied to the current invoice. Read the Applying Taxes and Discounts article for more details.

FieldDescription
Tax or Discount NameThe name of the tax or discount is being applied to the invoice.
PercentageThe tax or discount percentage that will be applied to the selected invoice items.
AmountThe total amount of the invoice discount or tax.

Totals

FieldDescription
Total InvoicedThe grand total invoiced amount.
Total PaidThe total paid amount. Will be non zero if the invoice status is Paid by the client.
Total Amount DueThe total amount to be paid by the client. Will be positive if the invoice status is Sent to the client. It could be negative if the invoice items do not fully consume the retainer.

Notes for Client

The notes that will be visible for the client. You can put here any comment or clarification for the client to add more transparency and clarity. The fewer questions client has the faster invoice will be paid!