Creating an invoice
An invoice requires a Client. A Case is optional: you can link an invoice to a specific matter or leave it unlinked. You add line items (description, quantity, unit price), and the invoice status defaults to "sent" when you create it.
There is no Draft option in the status dropdown at all. This means creating an invoice with any status other than Cancelled is what issues it. There is no separate "send" step to perform afterward. If you're not ready for a client to see an invoice, don't create it yet.
- Client is required; Case is optional
- Status defaults to "sent"; there is no Draft state
- Currency is fixed to your workspace's default currency at creation, even though the list and detail views can display other currencies
GST
GST is a manual toggle on the invoice form, not something that happens automatically. Turning it on lets you apply a preset percentage (5, 12, 18, or 28%) or a custom percentage to the summed line-item subtotal.
GST does not auto-calculate from the client's stored GSTIN, even if the client record has one on file. If an invoice needs GST applied, you have to turn the toggle on and choose the rate yourself, every time.
After an invoice is created
There is no edit action anywhere on an invoice's detail page. The only things you can do after creation are record a payment (which adds a payment record without changing the invoice's own fields) or delete the invoice entirely.
Deleting an invoice removes its line items, but any payments already recorded against it are kept. "Copy link" and "Share via" on an invoice share the internal QubitPilot app URL, not a public, no-login link a client could open without an account.
- Recording a payment does not change the invoice's line items or fields
- Deleting an invoice keeps its recorded payments
- Shared invoice links point back into the app, not to a public view
How to
How to create an invoice
- Open Billing (or a client's detail page, to pre-select that client) and choose Add invoice.
- Select the Client (required) and, optionally, the Case it relates to.
- Add line items with description, quantity, and unit price.
- Turn on GST if needed and choose a preset or custom rate.
- Set the due date and status, then save: this issues the invoice, since there is no separate send step.
How to record a payment against an invoice
- Open the invoice from Billing or from the client's Invoices tab.
- Choose Record payment.
- This option is disabled once the invoice's status is already Paid or Cancelled.
Good to know
- GST is always a manual choice: check the toggle and rate on every invoice rather than assuming it inherited anything from the client's GSTIN.
- There is genuinely no way to edit an invoice's line items, client, or case after creation. If you made a mistake, delete the invoice (its payments will be preserved) and create a new one.