Invoices

Invoices represent amounts your clients owe you. Each invoice has a custom status, line items, an issue date, a due date, optional QR-code payment data, and renders to a branded PDF using your configured Invoice template.

What you can do

Browse all your invoices on the Invoices page, with filters for client, status, date range, and amount. Create a new invoice using a form with three sections: invoice info, client info, and line items. Open an invoice to see its PDF preview and to export or email it, edit it, or open its full edit history. Customize the PDF look on the Invoice template page (see Invoice template), and import invoices from a file on the Invoices import page (see Import CSV).

Fields you fill in

Invoice info:

• Invoice number — required free-text accounting reference (e.g. INV-2024-001). Doesn't have to be unique.
• Issue date — defaults to today.
• Due date — required; must be on or after the issue date.
• Status — required, drawn from Custom statuses, configured under Invoice statuses.
• Currency — defaults to your workspace currency; override it per invoice.
• Amount — taken from the line items.
• Invoice type — full or proforma.
• QR code data — optional payment link or bank URI; shown on the PDF.
• Project — optional; filters the available tasks when you add line items.
• Tags — optional.

Client info (captured per invoice):

• Client — optional. When set, the contact and billing fields below are pre-filled from the client at the time you create the invoice.
• Client email, client address, company name, tax ID, bank name, bank account, bank routing — captured on the invoice itself. Later edits to the client don't change existing invoices.

Your own freelancer details come from Brand invoicing and are read-only on the form.

Each invoice gets an ID like I-7. Don't confuse it with the invoice number you type in — the ID is Ceum's own reference, while the invoice number is your accounting reference.

Line items

Each line item has:

• Description — required.
• Amount — required currency value.
• Tax — an optional fixed amount, or
• Tax rate — an optional percentage that computes the tax from the amount.
• Task — an optional link. If you select a task, the description auto-fills from the task name.

You can add, remove, and reorder line items.

Workflows

Issue an invoice

1. Open the new invoice form.
2. Set the invoice number, due date, and status. If you've configured a default template, the PDF preview reflects it as you type.
3. Pick a client. The client's billing fields are filled in for you.
4. Add line items. Use the task picker on each item to reuse task names.
5. Save. The new invoice gets the next ID (I-N).

Export the PDF

From the detail page, use Export PDF to generate a fresh PDF and keep it on the invoice, or Export for email to generate one on the fly without keeping it. Past exports stay on the invoice and can be re-downloaded.

Send by email

Use the Email action on the detail page. This composes an Email using the invoice template, attaches either a fresh PDF or a stored export, and records an entry in the email log.

Mark paid

Pick a status marked finished — typically "Paid". Once an invoice is finished, it's no longer flagged as overdue.

Delete an invoice

Use the Delete button on the invoice's detail page or its edit page, then confirm. Deletion is permanent — see Tips and edge cases.

Status workflow

Invoice statuses come from Custom statuses. The finished setting marks a status as "done" — usually "Paid". An invoice counts as overdue when its due date has passed and its status is not finished. Overdue invoices show in red on the list and surface in Alerts.

There are no default statuses out of the box; set up your own on the Invoice statuses page.

The PDF

The generated PDF is made up of:

• A header with an optional logo (placement and size from the template).
• Your company info from Brand invoicing.
• The client billing info captured on the invoice.
• Invoice details (number, issue date, due date, status, amount).
• Line items with description, amount, and tax columns.
• Notes.
• Payment info (bank, tax, routing) — can be toggled off.
• An optional QR code (position controlled by the template).
• Footer text.

The template controls colors, label text, which sections appear, and where things sit. Each stored export captures the invoice exactly as it was when generated, so the PDF stays accurate even if you edit the invoice later.

How it connects to the rest of Ceum

• Clients — the client link is optional. Deleting a client leaves the invoice in place but removes its link to that client. The billing fields stay, because they were captured on the invoice.
• Projects — the project link is optional. Deleting a project leaves the invoice in place but removes its link.
• Tags — shared with the tagging system across Ceum.
• Email — invoices plug into the email composer, with the PDF attached and linked back to the email.
• Changelog — every change is captured.

Import and export

• Import — bring invoices in from a CSV file on the Invoices import page. Columns include ID, invoice number, client, issue date, due date, amount, currency, status, notes, and tags. See Import CSV.
• Export — invoice rows can be exported to CSV or XLSX from the list-page actions; exporting a single invoice as a PDF is a separate flow.
• Bulk edit is not available for invoices.

Tips and edge cases

• Captured billing sticks. Editing a client after you've issued an invoice doesn't change the billing block on the existing PDF — that's deliberate.
• ID vs. invoice number. The ID is Ceum's own reference; the invoice number is what you put on the document. Use whichever is more familiar when filtering.
• Deletion is permanent. Deleting an invoice also removes its email attachments and stored exports.
• Overdue is calculated, not stored. A status doesn't automatically become "overdue" — the invoice is just visually flagged until you advance the status.

On mobile

• Create and edit invoices in a native bottom-sheet form; list rows respect compact density, and edits made offline are queued and sent on reconnect — see Offline support.
• Export an invoice to PDF and hand it off through the native share sheet. Customizing the Invoice template is web-only.