Before You Start
Before creating an invoice, make sure:- You have at least one client set up with correct billing details (name, address, organisation number).
- The time entries you want to invoice have been submitted and approved.
- Any expenses you want to include have been registered and approved.
Step-by-Step: Creating an Invoice
1. Navigate to Invoices
Open the main sidebar and click Invoices. You will see a list of all your invoices with their current status (Draft, Sent, Paid, etc.).2. Click Create Invoice
Click the Create Invoice button in the top-right corner to open the invoice creation form.3. Select a Client
Choose the client you are billing. When you select a client, their billing details are automatically populated from their profile, including:- Company name
- Billing address
- Organisation number (organisationsnummer)
- VAT number (if applicable)
4. Select Timesheets and Expenses
Choose which approved timesheets and expenses to include. Only approved entries are available for invoicing. Each selected item becomes a line item on the invoice. You can include entries from multiple gigs for the same client on a single invoice.5. Configure Invoice Fields
Review and adjust the header fields on the invoice:| Field | Description |
|---|---|
| Invoice number | Auto-generated sequentially. Cannot be changed manually. |
| Invoice date | The date the invoice is issued. Defaults to today. |
| Delivery date | The date the work was delivered or completed. |
| Due date | When payment is expected. Calculated from payment terms. |
| OCR number | Auto-generated reference number for Swedish bank payments. |
| Payment terms | Number of days until payment is due (e.g., 30 days). |
| Comments | Optional free-text that appears on the printed invoice. |
6. Review and Edit Line Items
Each invoice row contains:- Name — a description of the work performed or expense incurred.
- Quantity — the number of units (e.g., hours worked).
- Unit — the unit type: Hours, Pieces, or Expense.
- Unit cost — the price per unit.
- VAT rate — the applicable VAT percentage.
- Discount — an optional discount on the line item.
7. Save as Draft
Click Create to save the invoice. It will be saved with Draft status, which means it is fully editable. You can return to it at any time to make changes before sending.Invoice Numbering and OCR
Aourly automatically manages invoice numbering and OCR number generation:- Invoice numbers are sequential and cannot be edited. This ensures compliance with Swedish bookkeeping regulations (bokföringslagen), which require unbroken number sequences.
- OCR numbers are generated using a standard algorithm that Swedish banks recognise. When your client pays using the OCR number, it makes payment matching straightforward.
Currency Handling
If you work with international clients, Aourly supports invoicing in foreign currencies. The currency is determined by the client’s profile settings. When invoicing in a foreign currency:- Line item amounts are displayed in the client’s currency.
- The invoice PDF will show the correct currency symbol and formatting.
- For bookkeeping purposes, amounts may need to be converted to SEK at the applicable exchange rate.
Units Explained
Aourly provides three unit types for invoice rows:- Hours (h) — used for time-based billing. This is the most common unit for freelancers billing by the hour.
- Pieces (st) — used for fixed deliverables, milestones, or item-based billing.
- Expense — used for pass-through expenses like travel, software licenses, or materials.
What Happens Next
After saving a draft invoice, the next step is to review it carefully before sending. See the Invoice Review Workflow guide for details on the review process, and Sending and Payment for how to send the invoice to your client.Frequently Asked Questions
Can I invoice time entries from multiple gigs on one invoice? Yes. You can include entries from different gigs for the same client. Each will appear as separate line items on the invoice. What units are available for invoice rows? Hours, Pieces, and Expense. Can I change the invoice number? No. Invoice numbers are auto-generated sequentially to comply with Swedish bookkeeping rules. Gaps in the sequence could cause issues during an audit. What if I do not see my time entries when creating an invoice? Only approved time entries are available for invoicing. Check that the entries have been submitted and approved by navigating to the time approval section.Invoice numbers and OCR numbers are generated automatically by Aourly. You do not need to manage numbering manually.