How to Create an Invoice from a Project in Catalystk
Bill your projects milestone by milestone. In Catalystk's free project management software you can create an invoice from a project as soon as the project is approved: click + Invoice on a milestone, confirm Create Invoice, and the invoice is created with the milestone amount and opens for review. The milestone is marked Invoiced, with the invoice number linked in the billing column. The dashboard updates invoiced and to bill, and every approval is kept in the activity log. Free on the web and the mobile app, with a PDF of every invoice.
- Approval first
- + Invoice per milestone
- Confirm & review
- Invoiced & to bill
- Free
Before you start: create the project with its milestones and add at least one approver. Invoices can be created only after the project is approved.
Submit the project for approval
Invoices are raised only from approved projects, so approval comes first.
- 1
Open the project
Go to Projects → Project and open the project you want to bill.
- 2
Submit it
Click Submit. The approval flow moves from Draft to In Review, then In Approval.
Review and approve the project
Reviewers check the details; approvers give the final sign-off.
- 3
Review
The reviewer checks the client, value, milestones and amounts.
- 4
Approve
The approver approves the project. It shows Approved with the message Commercial details are locked, so the value and milestones cannot change by accident.
Click + Invoice on the milestone and confirm
Each milestone is invoiced on its own: one milestone = single payment, several = milestone billing.
- 5
Find the milestone
Open the Milestones section and find the milestone that is ready to bill.
- 6
Click + Invoice
Click + Invoice in the Billing column. Catalystk asks Create invoice for this milestone? Click Cancel if you clicked the wrong milestone.
- 7
Confirm Create Invoice
Click Create Invoice. The invoice is created with the milestone amount and opens on the right, where you can review it. The milestone status changes to Invoiced and the invoice number, for example INV26119, appears as a link.
Track invoiced, to bill and the activity log
The dashboard and activity log update straight away.
- 8
Check the dashboard
Invoiced shows the amount billed so far, To bill what is left, and Work done the completed milestones.
- 9
Check the activity log
The Activity section lists every action with When, Action, By and Comment, for example Submitted and Approved (L1).
Print, email or download the invoice
The invoice is a normal Catalystk tax invoice (GST, VAT or sales tax).
- 10
Open the invoice
Review the invoice that opened on the right, or open it later from the invoice number in the Billing column.
- 11
Send it and collect payment
Print it, download the PDF or email it to the client, then record the payment when it arrives.
Project approval statuses and invoicing
Which approval status allows a project invoice.
| Status | What it means | Can you invoice? |
|---|---|---|
| Draft | The project is being prepared or revised | No |
| In Review | Reviewers are checking the details | No |
| In Approval | Waiting for the approver's sign-off | No |
| Approved | Signed off; commercial details are locked | Yes, from each milestone |
Need to change the value or milestones after approval? Click Revise: the project reopens as a draft and must be submitted and approved again. For the full billing picture, see free project cost tracking and milestone billing.
Tips for project invoicing
- Invoice each milestone as soon as the client accepts it, to keep cash flowing.
- Keep milestone percentages at 100% in total so invoices add up to the contract value.
- Add the approver before you submit, so approval is not held up.
- Use the activity log comments to record why a project was approved or revised.
- Check To bill on the dashboard every week for milestones waiting to be invoiced.
Frequently asked questions
How do I create an invoice from a project?
Get the project approved, open Milestones, click + Invoice on the milestone and confirm Create Invoice. The invoice is created with the milestone amount and opens for review; the milestone changes to Invoiced.
What amount does the project invoice use?
The milestone amount. The invoice opens on the right straight after it is created, so you can review it before sending it to the client.
Why can't I see the + Invoice button?
Invoices can be created only after the project is approved. Submit the project and complete In Review and In Approval first.
Can I change a project after it is approved?
Approved projects lock their commercial details. Click Revise to reopen the project as a draft; it must then be submitted and approved again.
Where can I see who approved the project?
The Activity section lists every action with the date and time, the person and any comment, for example Submitted and Approved (L1).
Can I bill a project in several parts?
Yes. With several milestones, invoice each one separately as it is completed. One milestone means a single payment.
Can I download the project invoice as a PDF?
Yes. Open the invoice from the Billing column to print it, email it or download it as a PDF.
What's next: send the invoice and record the payment when the client pays.
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