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
Make sure you have at least one client and one project set up in Hectic. Our invoicing tools are built to work seamlessly with other features, like time tracking, project management, and expense tracking.
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.
Hectic will generate an invoice that includes your logo, company name and contact info, client contact info, and any relevant project details from the selected projects.
If you have any unbilled hours or expenses connected to this client, you’ll have the option to add those to the invoice by clicking Add line items > Tracked item. To add something else to the invoice that isn’t tracked in Hectic, choose the Manual item option.
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.
Customize to match your pricing structure
No matter how your pricing structure is set up, you can manage it in Hectic. A few common pricing structures are outlined below.
If you bill by the hour, use Hectic’s time tracking tool to keep track of your work. This makes it easy to add your hours to an invoice (no more complicated spreadsheets or forgetting when you started work!) Just make sure to add your hourly rate to the Fees section of your project, and you’ll be able to add your hours to an invoice with just a few clicks.
If you charge a flat fee per project or piece of work, add that fee to the project as a fixed rate. Once the work is complete, you can add the project to an invoice, and the fee will populate automatically.
To charge a retainer fee, first set up your project and use the Setup fees button to add the fee within the project details. Then, navigate to the client detail page and locate the Payment terms section. Choose any invoicing schedule other than As needed (e.g., weekly, monthly). In the Invoice creation dropdown, select Automatic (with approval). Invoices will be created at the frequency you selected, and can be sent with just a few clicks.
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 in your scheduled invoices section; review and send it when you’re ready.
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 Overdue, 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.