Hectic makes it easy to keep track of your invoices and get paid for your work. This guide will show you how to create, customize, and send professional invoices to your clients.
Before you get started
Create an invoice
Once you have a client and project set up in Hectic, you’re ready to create an invoice. From a client page, navigate to the "Invoices" tab and use the + button to create an invoice. You can also quickly add an invoice from the homebase focus tab when you click on the invoices icon.
Hectic will generate an invoice that includes your logo, invoice number, due date (based on your payment terms), your company name and contact info, and client contact info.
In the body of the invoice, you will see options based on the items in your account that are outstanding.
Add new line item: your product and service library. These are products and services that are not tied to a project. Create a new line item and it will save for you to use in the future using this line in your invoices.
Add tracked hours or billable projects: anything in Hectic that you have tracked - projects, time, retainer, per item deliverables - that have not yet been added to an invoice
Add reimbursable expense: this will not appear if you don't have any expenses. If you have an expense that needs to be reimbursed, you will see this line in that client's invoices until it is added.
Apply deposit credit: this will not appear if you did not ask for a deposit from your client or if there isn't any credit to be added.
You can also add discounts or taxes, as applicable, in the invoice summary section. Discounts and taxes are calculated based on the percentage you set. Note that in order for tax to be added, you must select the taxable items using the "Tax" column.
In the Payment instructions section, you have the option to add details on how the client can send you payment. For example, if accepting payment via check, you can note what name the check should be made out to.
Payment terms are optional; including these can ensure you are communicating your expectations to the client clearly.
You can request a deposit before starting work, no matter which fee structure you use. To request a deposit, create an invoice and choose Deposit as the invoice type. Once the deposit is paid, you’ll be able to apply the amount to future invoices.
Create a recurring invoice
If you send regular invoices to a particular client, you can schedule them to be generated automatically. Hectic won’t send the invoice until you approve it; you’ll be able to make edits to recurring invoices before you hit send.
To create a recurring invoice, navigate to your client’s "Overview" tab. In the "Payment terms" section, click to open the terms modal. Select any frequency other than "As needed" (e.g., weekly, monthly), then open the invoice creation dropdown and choose Automatic (with approval).
The next time an invoice is scheduled, an automatic invoice will be generated. To send it, navigate to the client’s invoices tab. The invoice will appear as a draft; review and send it when you’re ready. You will receive a notification that your invoice is ready for review in your homebase focus tab.
Send an invoice
Once an invoice is ready, you can save it to send later, or send it right away. When sending, you can either copy a link to manually share with the client, or send a Hectic email with the invoice included. If you send the invoice through a Hectic email, select which contact to email the invoice to, and include a note as well. Both the subject line and message of the Hectic email are editable, and a link to the invoice will automatically be added.
Manage sent invoices
When you send an invoice, it will appear in your client’s invoices tab with a status of "Sent." If the payment becomes overdue, the status will update to "Late," and the late payment fee you selected in the client’s terms will be applied. There’s no need to resend invoices once they are overdue; the late fee will be added to the total shown when your client opens the invoice.
You have the option to waive late payment fees if desired. Click the invoice to open it, and use the "Waive late payment fee" button to remove the charge. This change is reversible; re-open the invoice to add the fee back.
If you collect payment outside of Hectic (e.g., via check), document that payment using the "Record a payment" button in the overflow menu. If you decide to stop trying to collect payment on an unpaid invoice, use the "Write off" button.