Billing in Hubbado

Billing in Hubbado connects approved timesheets to invoices and payments through an automated workflow. When all timesheet entries for a billing period are submitted and approved, Hubbado automatically generates invoices for payment processing. This automation reduces manual work, ensures accuracy, and maintains a clear audit trail from timesheet to payment.

The billing system handles two types of financial documents:

Invoices — Billing documents that charge clients or self-bill suppliers for completed work
Credit notes — Documents that reverse or partially reverse invoices when corrections are needed

Hubbado's billing supports both direct assignments (single invoice per period) and intermediated assignments (two invoices per period with markup), as well as various regulatory scenarios including UK self-billing and international billing notices.

Why this matters - Automation: Invoices generate automatically when billing conditions are met, eliminating manual invoice creation - Accuracy: Invoice amounts are calculated directly from approved timesheets, reducing errors - Audit trail: Complete lineage from timesheet entry through invoice to payment - Flexibility: Supports complex commercial relationships including direct, intermediated, and self-billed arrangements - Compliance: Handles VAT, reverse charge, and CIS scenarios automatically based on company locations and regulations

Key principles

Invoices are never created manually — Hubbado generates them automatically
Invoice amounts cannot be edited — Corrections are made via credit notes
Corrections happen at the timesheet level — Query and re-approve timesheets to fix billing errors
There are three states — Issued, Paid, and Voided. Issued documents can also be marked as booked once they've been entered into your accounting system
Permissions matter — Different users see different views based on their role and company membership

Quick start

For client companies (accounts payable)

You've received an invoice notification email - here's what to do:

Access the invoice
Click the link in the email notification, or
Log into Hubbado and go to Engagements → Billing documents
Find the invoice in the Awaiting Payment tab
Download the documents
Click on the invoice to view details
Download the Invoice (PDF, for your records)
Download the Timesheet report (detailed breakdown of hours worked)
Record in your accounting system
Enter the invoice in your accounts payable system
Reference the invoice number (e.g., CB-3612)
Note the due date and payment terms
Process payment externally
Important: Hubbado does not process payments
Pay via your normal method (bank transfer, cheque, etc.)
Follow your company's standard payment procedures
Reference the invoice number in your payment
Wait for confirmation
The managing company will mark the invoice as paid after receiving your payment
You'll see the invoice move to the Paid tab

If something looks wrong: - Contact the managing company immediately, or email invoices@hubbado.com - They'll investigate and make corrections if needed - You may receive a credit note or updated invoice

For managing companies

Here's how billing works in Hubbado:

Invoices generate automatically
When timesheets are approved and the billing period ends
No manual invoice creation needed
Check Billing documents regularly for new invoices
Send invoices to clients
Download the Invoice and Timesheet report
Email to client contacts
Or clients can access them directly in Hubbado
Mark invoices as booked
After entering the invoice in your accounting package (Xero, QuickBooks, etc.) and any other required systems
See Using the booked workflow for details
Record payments
When you receive payment externally (bank transfer, cheque, etc.)
Mark the invoice as paid in Hubbado
Enter the actual payment date for accurate records
Xero integration
Connect to Xero for streamlined accounting

Common tasks: - Corrections before payment: Query timesheets → Hubbado voids the unpaid invoice → re-approve → a new invoice generates - Corrections after payment: Query timesheets → re-approve → Hubbado creates a credit note + a new invoice - Month-end: Download as CSV for reconciliation and reporting

For workers (suppliers - self-billing only)

If you receive a self-billed invoice (SB prefix):

What self-billing means
The managing company creates the invoice on your behalf
This is legally your invoice for tax purposes
Common in UK contracting arrangements
Review the invoice
Check the notification email with the attached invoice
Or access it in Billing documents → Awaiting Payment tab
Verify hours and rates are correct
Accept or dispute
If accurate: No action needed
If incorrect: Contact the managing company immediately with details, or email invoices@hubbado.com
Receive payment
The managing company processes payment according to terms
The invoice moves to Paid when payment is recorded
Payment comes from the managing company
Keep records
Download and save the invoice
Keep the Timesheet report for your records
Required for your tax filings

Important Review self-billed invoices promptly when you receive the notification so any errors can be corrected quickly.

Core concepts

Billing documents

Billing documents is the unified place for viewing and managing all invoices and credit notes in Hubbado. Rather than separate pages for invoices and credit notes, you access a single Billing documents page where you can filter and manage both types of financial document.

Key features: - Tabbed interface by payment state (Awaiting Payment, Paid, Voided) - Filtering by company, assignment, resource, and date range - Download as CSV for accounting and reporting - Quick actions for managing documents (Mark as paid, Mark as booked) - A Booked sub-view (admin only) for the accounting workflow

Invoices

An invoice is generated automatically when all timesheets for a billing period are submitted and approved. Each invoice calculates totals from the approved time, applies the appropriate tax treatment, and provides downloadable documents for your records and payment processing.

Key properties:

Invoice number: Every invoice has a unique number with a prefix indicating the type:
CB — Client invoice (your company bills the client)
SB — Supplier self-billed invoice (your company issues an invoice on behalf of the supplier)
BN — Billing notice (used for non-UK self-billing scenarios)
Numbers are not zero-padded — they appear as CB-3612, SB-1, BN-..., counting up within each prefix
Voided invoice numbers are not reused
To find a specific invoice, use the Billing Documents: filter
State: One of three states — Issued, Paid, or Voided. Issued documents can also be marked as booked (see Invoice lifecycle)
Currency: Single currency per invoice (inherited from the assignment)
Determined by: The assignment's currency setting (configured when creating the assignment)
Supported currencies: GBP, EUR, USD, and others
Multi-currency assignments: Each assignment has one currency — all invoices for that assignment use that currency
Exchange rates: Not handled in Hubbado — if currency conversion is needed, handle it in your accounting system
Reporting: Filter and download by currency for multi-currency reporting
Line items: Each line on the invoice shows work grouped by resource and rate:
What the work was (rate name and dates)
How much (hours for hourly rates, or count for fixed/deliverable rates)
The cost per unit and total amount
Tax details and any regulation tags (e.g., UK IR35)
VAT/tax: Calculated automatically based on where the supplier and client companies are located, their VAT registration status, and any regulation tags on the assignment. Hubbado handles VAT, reverse-charge VAT, and CIS.
Due date: Calculated from the issue date plus payment terms (Net-X days)
Documents: Automatically generated:
Invoice (the formatted invoice document)
Timesheet report (detailed timesheet breakdown with hours and dates; its document title is "Usage Report")

Types of invoices:

Client invoice (CB prefix) - Issued by the managing company to the client - Bills for work completed by resources - Created for all direct assignments - Created for intermediated assignments with client billing enabled

Supplier self-billed invoice (SB prefix) - Issued by the managing company on behalf of the supplier - Used in self-billing arrangements where the buyer issues the invoice - The supplier receives payment but doesn't create their own invoice - Common in UK contracting arrangements - Created for intermediated assignments with supplier billing enabled

Billing notice (BN prefix) - Used for non-UK self-billing scenarios - Subject to different tax treatment than standard self-billing - Less common than CB and SB invoices

Credit notes

A credit note corrects a previously issued invoice. Credit notes are never created manually — Hubbado generates them automatically when corrections are made to invoiced timesheets, company details, or rates.

For the full correction workflow and how credit notes are created, see Corrections and credit notes.

Billing periods

Billing periods determine when invoices are generated. Each assignment has a billing cycle that controls how often invoices are generated:

Weekly billing - Billing periods run Monday to Sunday - Invoices generate after each Sunday - Where a week crosses a month boundary, the period may be split so each month's work is billed in that month

Monthly billing - Billing periods run from the first to the last day of the month - Invoices generate after the last day of the month - The most common billing cycle for assignments

Billing readiness requirements

Before an invoice can be generated for a billing period, all of the following conditions must be met:

The billing period has ended — You cannot invoice incomplete periods
All timesheet blocks are submitted — Resources must submit all blocks covering the period
All timesheet entries are in final states — Approved, Voided, or Removed (no Pending or Queried entries)
Continuous date coverage exists — No gaps in the timesheet block date ranges
A purchase order is provided (if required by the assignment) - Client invoices cannot generate without a PO when Purchase order required is set. This requirement applies to client invoices only — supplier billing has no PO gate.

If any condition is not met, invoice generation waits until all conditions are satisfied.

Billing configuration

Billing behaviour is controlled through assignment settings. The settings you configure determine how invoices are generated.

Billing settings include:

Billing cycle: Weekly or monthly
Payment terms: Net-X days (e.g., Net-30 means payment is due 30 days after the invoice date)
Invoice type: Which type of invoices to generate (client, supplier, or both)
Billing start date: When billing should begin for the assignment
Purchase order required: When set, client invoices are blocked until a purchase order is provided (also referred to as "PO required")

How billing differs by assignment type:

Direct assignments generate one invoice per billing period — either a client invoice or a supplier self-billed invoice, depending on which party your managing company is.
Intermediated assignments can generate up to two invoices per period — one paying the supplier and one charging the client. You can enable or disable each side independently. For a full explanation of direct vs. intermediated assignments, see the Assignments guide.

You configure billing settings when creating or editing an assignment in the billing section.

Invoice lifecycle

Automatic invoice creation

Invoices in Hubbado are never created manually. Hubbado generates them automatically when all conditions are met for a billing period.

An invoice generates automatically when all billing readiness requirements are met (see Billing periods for the full list).

What happens when an invoice is generated:

When all conditions are met, Hubbado automatically:

Calculates totals from the approved time entries, including VAT based on company locations
Assigns an invoice number (CB for client invoices, SB for supplier self-billed invoices, BN for billing notices)
Creates two documents — the Invoice and a Timesheet report with a detailed timesheet breakdown
Sends email notifications to the relevant company users
The invoice appears in your Billing documents page ready for processing

For direct assignments, one invoice is generated per billing period. For intermediated assignments, up to two invoices are generated — one for the supplier and one for the client (see Assignments guide for details).

Invoice states

Every invoice is in one of three states: Issued, Paid, or Voided. While an invoice is Issued, it can also be marked as booked to show that it has been entered into your accounting system. Understanding these states helps you track payment status and know what actions are available.

Issued (initial state)

What it means: - The invoice has been created and sent to the client - Payment has not yet been received - The invoice is awaiting payment

What you can do: - Mark as booked (admin only) - Mark as paid - Edit due date or paid date - Void the invoice - Download the Invoice and Timesheet report - View invoice details

Where it appears: - Awaiting Payment tab (for most users) - Issued tab (for managing company admins)

Who can see it: - Managing company users - Client company users (for client invoices they're being billed for) - Supplier company users (for supplier invoices they're receiving)

Booked (a sub-view of Issued, admin only)

Booked is not a separate state — it's a flag on an Issued invoice and a corresponding Booked tab visible to managing company admins. Marking an Issued invoice as booked records that it has been entered into your accounting system. The invoice is still Issued and still awaiting payment.

What it means: - The invoice has been recorded in your accounting package (e.g., Xero, QuickBooks) - The invoice has been entered in any other necessary systems (e.g., the client's accounts receivable system) - Still awaiting payment

What you can do: - Revert to Issued (admin only) - Mark as paid - Edit due date or paid date - Void the invoice - Download the Invoice and Timesheet report

Where it appears: - Booked tab (for managing company admins) - Awaiting Payment tab (for other users)

Who can see the Booked tab: - Managing company admins

Note Mark invoices as booked after entering them in your accounting package and any other required systems — even when Xero or QuickBooks sync automatically.

Paid (final state)

What it means: - Payment has been received (for invoices) - A refund has been processed (for credit notes) - The paid date is recorded - No further payment action is needed

What you can do: - Mark as not paid (returns the invoice to Issued; you provide a reason) - Void (unusual — typically only if an invoice was paid in error) - Download the Invoice and Timesheet report - View the paid date

Where it appears: - Paid tab

Impact on the assignment: - When the last invoice for an assignment is marked as paid, the assignment is automatically archived - Assignment completion is a separate matter — an assignment completes when its end date is reached or its budget is exhausted

Voided (terminal state)

What it means: - The invoice has been cancelled - No payment is expected or will be processed - A void reason is recorded for audit purposes

What you can do: - View invoice details - View the void reason - Download the Invoice - Cannot be un-voided — voiding is permanent

Where it appears: - Voided tab

When to void: - The invoice was generated in error - The assignment is being cancelled and work won't be billed - Timesheet corrections require complete regeneration (void the old invoice, generate a new one) - Company details were wrong and the invoice needs to be reissued

Important - Voiding is permanent and cannot be undone - Voided invoices remain in the system for the audit trail - If you void by mistake, you'll need to query and re-approve timesheets to generate a new invoice - For paid invoices, consider using credit notes instead of voiding

Invoice actions

Different actions are available depending on the invoice state and your permissions. Actions that change an invoice (mark as booked, mark as paid, mark as not paid, revert to Issued, edit, void) require that you are designated as an admin on the assignment (or are a superuser). Viewing and downloading do not require admin designation.

View invoice

Available to: Anyone who can view the invoice When: All states

Opens the invoice details page showing: - Invoice header (number, dates, companies) - Financial summary (net, VAT, gross totals) - Line items by assignment, resource, and rate - Tax breakdown - Related documents and assignments

Download Invoice

Available to: Anyone who can view the invoice When: All states

Downloads the formatted invoice document, labelled Invoice. This is the official invoice that can be sent to clients or filed with your accounting records.

The Invoice includes: - Company details (addresses, VAT numbers) - Invoice number and dates - Line items with descriptions and amounts - Tax calculation breakdown - Payment terms and due date - Managing company branding

Download Timesheet report

Available to: Anyone who can view the invoice When: All states

Downloads a detailed timesheet breakdown, labelled Timesheet report (its document title is "Usage Report"), showing: - Resource names and dates worked - Hours worked per day - Rates used - Daily amounts - Total hours and amounts

This report provides the detailed backup for the invoice amounts and helps clients verify billing accuracy.

Download live PDF

Available to: Anyone who can view the invoice When: All states

Regenerates the invoice document on demand using the current template and data. Useful when: - The invoice template has been updated - Company details have changed - You need a fresh copy with the latest branding

Note The originally issued invoice is preserved for audit purposes. The live version is generated fresh each time.

Mark as booked

Available to: Assignment admins (or superusers) When: Issued invoices only

Records that the invoice has been entered into your external accounting system (e.g., Xero).

How to use: 1. Go to the invoice details or select it from the list 2. Click Mark as booked 3. Confirm the action 4. The invoice appears in the Booked tab (it remains in the Issued state)

When to use: - After manually entering the invoice in your accounting system - After confirming the Xero sync has completed - As part of your month-end accounting workflow

Revert to Issued

Available to: Assignment admins (or superusers) When: Invoices marked as booked

Removes the booked flag, so the invoice no longer appears in the Booked tab.

When to use: - The invoice was marked as booked in error - Booking to the accounting system failed or needs to be redone - Correcting workflow mistakes

Mark as paid

Available to: Assignment admins (or superusers) When: Issued invoices (whether or not booked)

Records that payment has been received for the invoice.

How to use: 1. Go to the invoice details or select it from the list 2. Click Mark as paid 3. Enter the paid date (defaults to today) 4. Confirm the action 5. The invoice moves to the Paid tab

What happens: - The invoice state changes to Paid - The paid date is recorded - A payment notification is sent to the supplier (they're being paid) - If this was the last invoice for the assignment, the assignment is automatically archived

Important - Marking as paid in Hubbado doesn't process the payment — it records that payment has been made - Update your accounting system separately - Enter the correct paid date for accurate reporting

Mark as not paid

Available to: Assignment admins (or superusers) When: Paid invoices only

Moves the invoice back from Paid to Issued. You're asked to provide a reason.

How to use: 1. Go to the paid invoice details 2. Click Mark as not paid 3. Enter a reason 4. Confirm the action 5. The invoice returns to Awaiting Payment

When to use: - Payment was recorded in error - Payment was reversed or bounced - An incorrect paid date was entered

Important - Marking as not paid doesn't automatically reverse the payment in your accounting system - If the assignment was archived when the invoice was paid, marking it as not paid affects that status - Use carefully as it affects financial reporting

Edit invoice

Available to: Assignment admins (or superusers) When: Any state except Voided

Opens the Edit Invoice form, which allows editing of a limited set of fields. Submit with Update Invoice.

What you can edit: - Due date - Paid date

What you CANNOT edit: - Invoice amounts - Line items - Rates - Quantities - Tax calculations - Company details - Invoice date

For amount corrections: You must query and re-approve the timesheets. Hubbado then automatically generates credit notes and/or new invoices as needed.

Void invoice

Available to: Assignment admins (or superusers) When: Any state except already Voided

Cancels the invoice permanently.

How to use: 1. Go to the invoice details 2. Click Void Invoice 3. Enter a reason for voiding (required) 4. Confirm the action in the modal 5. The invoice moves to the Voided tab

When to void: - The invoice was generated in error - The assignment is being cancelled - Complete regeneration is needed (void the old invoice, generate a new one) - Company details were incorrect (void and regenerate with correct details)

Important - Voiding is permanent — it cannot be undone - Voided invoices remain in the system for the audit trail - For paid invoices, voiding is unusual — consider credit notes instead - If you void by mistake, you'll need to query and re-approve timesheets to generate a new invoice

Corrections and credit notes

When billing errors are discovered — wrong hours, wrong rate, wrong company — corrections always start at the timesheet level. Hubbado then handles invoicing automatically.

Correcting an unpaid invoice

A reviewer queries the timesheet block
Hubbado shows which invoices are linked and offers to void them
Choose Query timesheets and void unpaid invoices
The resource corrects the entries and resubmits
The reviewer re-approves
Hubbado generates a fresh invoice with the correct amounts

Correcting a paid invoice

A reviewer queries the timesheet block
Hubbado shows which invoices are linked (including their paid status)
Proceed with the query — paid invoices are never voided
The resource corrects the entries and resubmits
The reviewer re-approves
Hubbado automatically creates a credit note for the corrected portion and a supplementary invoice for the corrected amount

Worked example

A resource logged 10 days in January at £500/day. The invoice (CB-12) was issued for £5,000 and paid.

The rate should have been £550/day. The reviewer queries the timesheet, the resource resubmits on the correct rate, and the reviewer re-approves.

Hubbado generates:

Credit note (CB-12-1) for -£5,000 — reversing the portion of CB-12 that covered those 10 days
Supplementary invoice (CB-13) for £5,500 — 10 days at the corrected £550/day rate

The managing company processes a refund of £5,000 (marks the credit note as paid) and collects £5,500 on the supplementary invoice. The net effect is £500 of additional billing.

The correction chain

When a paid invoice is corrected, Hubbado creates a chain of linked documents:

Original invoice — the invoice being corrected
Credit note — reverses the corrected portion of the original invoice (not the entire invoice — only the affected line items)
Supplementary invoice — bills the corrected amounts

If further corrections are needed, the chain continues with additional credit notes and supplementary invoices. Each document in the chain references the documents it relates to, providing a complete audit trail.

What triggers credit notes

Credit notes are generated automatically — never manually. They appear when: - Timesheets are corrected after invoicing (most common) - Assignment company details are corrected retrospectively - Rates are corrected retrospectively

How credit notes work

Each credit note references the original invoice it corrects
A credit note's number is the original invoice number followed by a sequence number, for example CB-3612-1
Credit notes follow the same lifecycle: Issued → Paid (with Voided as an exit option)
"Paid" on a credit note means the refund has been processed
Line items show negative amounts
Credit notes only cover the corrected portion of an invoice, not the full amount

Important Voiding invoices in Hubbado does not update external accounting systems. You must also adjust voided invoices in Xero, QuickBooks, or your accounting software.

Billing documents interface

The Billing documents page is the central hub for viewing and managing all invoices and credit notes. It provides a unified interface with filtering and quick actions.

Accessing billing documents

Path: Engagements → Billing documents

(In breadcrumbs the page is shown as Billing Documents.)

Who can access: - Managing company users (see all documents for assignments they manage) - Client company users (see invoices where their company is the client) - Supplier company users (see invoices where their company is the supplier)

You can also reach billing documents from: - Assignment details - The dashboard's awaiting-payment widget

Tabs

The tab structure varies based on user permissions.

For most users (standard view)

Awaiting Payment (default tab) - Shows invoices and credit notes that are Issued and not yet paid - These are documents requiring payment attention

Paid - Shows invoices and credit notes where payment/refund has been processed - A historical record of completed billing

Voided - Shows cancelled invoices and credit notes - An audit trail of voided documents with their reasons

For managing company admins

Issued - Documents created but not yet marked as booked - Awaiting accounting entry

Booked - Documents marked as booked (entered into the accounting system) but not yet paid - Awaiting payment/refund processing

Paid - Documents where payment/refund has been processed - Completed billing

Voided - Cancelled documents with reasons

Note The Issued and Booked tabs are two views of the same Issued documents — the Booked tab shows the ones you've marked as booked. Most users see a single Awaiting Payment tab instead.

Filters

Filtering helps you find specific billing documents quickly. Filters are organised into groups: Common, Companies, Dates, and Admin only.

Common

Document type — Invoice, Credit Note, or both (default)
Billing Documents: — Search by specific invoice or credit note numbers. Enter a comma-separated list for multiple documents. Exact-match search.
Assignment: — Select specific assignment(s). Useful for viewing all billing for a particular project.
Resources — Filter by the resources who completed the work. Shows invoices containing line items for the selected resources.

Companies

Multiple company filters handle complex intermediated scenarios:

Client (Payer): — The company being billed (the client on the assignment)
Supplier (Payee): — The company being paid (the supplier on the assignment)
Work Completed By — The resource's company (may differ from the supplier in intermediated cases)
Work Completed For — The end client company (may differ from the client in intermediated cases)

Dates

End Date (billing period end date)
From: Show documents for periods ending on or after this date
To: Show documents for periods ending on or before this date
Due Date (payment due date)
From: Show documents due on or after this date
To: Show documents due on or before this date

Admin only

Regulations — Filter by regulation tags (UK CIS, UK IR35). Shows documents containing line items with the selected regulations.

Applied filters - Active filters are shown at the top of the list - Remove an individual filter to clear it - Use Clear all filters to remove all filters at once

List view

Each billing document appears as a card showing its key information at a glance.

Each card shows:

Invoice number — the number with its prefix, e.g. "Invoice CB-3612". Open the card to view full details.
Issued date — when the document was issued
End date — the billing period end date
Voided date — shown only for voided documents
Description — a short summary of the document
From — the supplier (payee)
To — the client (payer)
Resources — the resources whose work the document covers
Estimated Payment Date / Payment Date — the expected payment date while awaiting payment, or the actual payment date once paid
Total (gross, including tax) and Subtotal (net, before tax)
Per-tax rows — a row for each tax applied (e.g., VAT, CIS), showing the taxable amount and the calculated tax
Reverse charge note — where reverse-charge VAT applies, the card shows the note "Reverse charge VAT applies to this invoice" rather than a tax row

Credit note cards follow the same layout, with negative amounts.

Quick actions are available on each card depending on its state and your permissions: - Mark as booked (admins, Issued documents) - Mark as paid (admins, Issued documents) - Open the card to view full details and additional actions

When no documents match the current tab and filters, the list shows "No billing documents found".

Sorting

Documents appear in a consistent order, with the most recent billing periods first. User-controlled sorting is not currently available.

Download as CSV

Download billing documents as a CSV file for external reporting and analysis.

Path: Apply the filters you want → click Download as CSV

The download includes document identification (numbers, type, state), dates (issued, due, paid), company details, assignment references, resource names, and financial amounts (net, tax, gross, currency). Files are UTF-8 encoded and open correctly in Excel.

Note The CSV includes all documents matching your current filters. If you have many documents, consider filtering by date range first.

Common uses: - Month-end accounting reconciliation - Aging reports (overdue invoices) - Client billing summaries - Supplier payment tracking

Invoice and credit note details pages

Invoice details page

The invoice details page provides complete information about a specific invoice.

Access: Open any invoice from the billing documents list.

What you'll see:

Header — Invoice number, type (Client Invoice / Supplier Self-Billed Invoice / Billing Notice), state, issue date, due date, and company information for both client and supplier
Financial summary — Net total, VAT/tax, gross total, currency, and purchase order reference (if linked)
Line items — Charges grouped by assignment, resource, and rate. Each line shows description, quantity, unit cost, net amount, tax type, and any regulation tags
Tax summary — A breakdown by tax type. VAT and CIS are shown as rows with their taxable amounts, rates, and calculated tax. Where reverse-charge VAT applies, a note reads "Reverse charge VAT applies to this invoice" instead of a tax row.
Documents — Downloadable Invoice, Timesheet report, and a live version regenerated on demand
Related information — Linked Assignments:, Related invoices:, resources, and any related credit notes
Action history (Hubbado admin / superuser only) — an audit trail of changes

Detail-page labels you'll see include: Assignments:, ID:, Payment term:, Purchase order:, Related invoices:, Work completed by:, and Work completed For:.

Note For intermediated assignments where markup is hidden, users only see the amounts relevant to their role. Tax treatment is calculated per line based on the rate and assignment settings.

Available actions by state:

State	Actions (assignment admins / superusers)
Issued	Mark as booked, Mark as paid, Edit, Void
Issued (booked)	Revert to Issued, Mark as paid, Edit, Void
Paid	Mark as not paid, Edit, Void
Voided	View only

Credit note details page

Credit note details follow the same layout as invoices, with these differences:

Amounts are negative — reflecting refunds rather than charges
References the original invoice being credited
Refund Report replaces the Timesheet report — it shows what's being credited
Replacement invoice link (if a corrected invoice was created)
"Mark as paid" means the refund has been processed

Billing workflow by user role

Different users interact with the billing system in different ways depending on their role and company membership.

For resources (contractors)

Your interaction with billing is minimal. Log time accurately, submit timesheets by the deadline, and respond to queries promptly. Your approved timesheets are used to generate invoices automatically. You typically do not see invoices unless you're also a member of the client or supplier company.

For reviewers

Your approvals trigger invoice generation. Review and approve timesheets promptly to avoid delayed billing. If you need to query already-invoiced timesheets, Hubbado shows which invoices are linked and guides you through the process. See Corrections and credit notes for what happens when you query invoiced work.

For client users

You receive invoices for work completed on your assignments. See the quick start for client companies for the step-by-step workflow.

Key points: - You see client invoices only (not supplier invoices for the same assignment) - For intermediated assignments where markup is hidden, you see only client amounts - Report any discrepancies to the managing company immediately, or email invoices@hubbado.com

For supplier users (self-billed scenarios)

The managing company issues invoices on your behalf. See the quick start for workers for the step-by-step workflow.

Key points: - You do not issue your own invoices — the managing company issues them on your behalf - The invoice is legally your invoice for tax purposes - Review promptly so any errors can be corrected quickly - Self-billed invoices have specific VAT rules — consult your accountant if unsure

For managing company admins

You're responsible for the entire billing lifecycle.

Ongoing billing management

Monitor for new invoices — check Billing documents regularly and review for accuracy
Send invoices to clients — download the Invoice and Timesheet report, email to client contacts
Record in your accounting system — enter in Xero or other software, then mark as booked
Track payment status — monitor due dates, follow up on overdue payments
Mark invoices as paid — record the accurate paid date when payment is received
Download for reporting — monthly CSV downloads for accounting reconciliation

Handling corrections

Corrections always start at the timesheet level. Query the relevant timesheet block, wait for the resource to correct and resubmit, then re-approve. Hubbado handles the rest — voiding unpaid invoices, creating credit notes for paid invoices, and generating fresh invoices with the correct amounts.

See Corrections and credit notes for the full workflow, including scenarios for rate corrections and company detail changes.

Month-end and period-end tasks

Weekly billing: - Check that the previous week's invoices have generated - Review invoice amounts for reasonableness - Mark as booked - Send to clients

Monthly billing: - Check that the previous month's invoices have generated - Verify all timesheets for the month were submitted and approved - Review invoice amounts against expected values - Download as CSV for month-end accounting reports - Mark as booked - Send all monthly invoices to clients - Update your accounting system with the month's revenue

Using the booked workflow

Marking invoices as booked tracks when they've been recorded in your accounting system and any other necessary systems:

Workflow: 1. The invoice generates in the Issued state 2. Enter the invoice in Xero (or other accounting system) 3. Enter the invoice in any other required systems (e.g., the client's AR system) 4. Mark the invoice as booked in Hubbado 5. The invoice appears in the Booked tab 6. When payment is received, mark it as paid 7. The invoice moves to the Paid tab

Benefits: - Confirms invoices have been entered in your accounting system - Tracks entry in other necessary systems (client AR, etc.) - Prevents duplicate entry - Provides a complete audit trail - Useful even with automatic Xero/QuickBooks sync

Important "Booked" confirms entry in the accounting package AND any other required systems.

Note Most users don't see the Booked tab — it's admin-only. Other users see "Awaiting Payment", which shows all Issued documents regardless of booking status.

Payment tracking and assignment lifecycle

Understanding payment in Hubbado

Important Hubbado does not process payments. Hubbado tracks payment status but does not facilitate the actual payment transaction.

Here's how payment works:

The payment flow:

The invoice is issued (in Hubbado)
The client receives an invoice notification with the invoice attached
The invoice shows a due date based on the payment terms (e.g., Net-30)
Payment happens externally (outside Hubbado)
The client processes payment via their standard method:
- Bank transfer
- Cheque
- Direct debit
- Corporate payment system
Payment goes directly from the client to the managing company
Reference the invoice number in the payment for tracking
Payment is recorded (in Hubbado)
The managing company receives the payment in their bank account
The managing company marks the invoice as paid in Hubbado
The paid date is recorded for reporting and audit

What Hubbado does: - Generates invoices based on approved timesheets - Sends invoice notifications with documents attached - Tracks document status (Issued, Paid, Voided) - Records paid dates - Manages credit notes and corrections

What Hubbado does NOT do: - Process card payments - Facilitate bank transfers - Handle payment gateway integration - Calculate late payment fees - Send automated payment reminders (due dates are shown but no automated reminders)

For late payments: - Hubbado does not automatically charge late fees - Overdue invoices may be highlighted in the Awaiting Payment tab - The managing company follows up with the client directly - Any late payment terms are handled outside Hubbado

For partial payments: - Hubbado does not track partial payments - An invoice is either unpaid (Issued) or paid (Paid) - If a partial payment is received, options include: - Wait for full payment before marking as paid - Create a credit note for the difference and mark the original as paid - Handle partial payment tracking in your accounting system only

Payment status

Understanding payment status helps you track outstanding receivables and know when payment has been recorded.

Awaiting payment - The invoice is Issued and not yet paid - Payment has not been received - Shows on the Awaiting Payment tab (or the Issued/Booked tabs for admins) - The due date indicates when payment is expected - Overdue indication: Invoices past their due date may be highlighted

Paid - Payment has been received and recorded - The paid date is stored - Shows on the Paid tab - A historical record of completed billing

Voided - The invoice has been cancelled - No payment is expected - Shows on the Voided tab

Marking invoices as paid

To mark an invoice as paid or move it back to unpaid, see Mark as paid and Mark as not paid in the Invoice actions section.

Invoices and assignment lifecycle

Invoices play a key role in an assignment's lifecycle:

Assignment completion happens separately from invoicing — an assignment completes when its end date is reached or its budget is exhausted.

Automatic archiving: - When the last invoice for an assignment is marked as paid, the assignment is automatically archived - Archiving is distinct from completion — an assignment can complete (end date reached or budget exhausted) before its final invoice is paid, and is archived once that invoice is paid

Impact of marking an invoice as not paid: - If an assignment was archived when its last invoice was marked as paid, marking that invoice as not paid affects the archived status

Xero integration

Hubbado can connect to Xero for streamlined accounting. See the Xero integration guide for setup and workflow details.

Billing notifications

Hubbado sends email notifications for key billing events to keep all parties informed.

Invoice issued notification

When sent: - Shortly after the invoice is issued (generated by Hubbado)

Who receives: - Client company users who can view the invoice (for client invoices) - Supplier company users who can view the invoice (for supplier self-billed invoices) - Managing company admins

Email contains: - Invoice number and type - Issue date and due date - Net amount, tax amount, and gross total - Currency - Billing period dates - A link to view the invoice in Hubbado - Attachments: - Invoice - Timesheet report

Subject line: - "Invoice CB-3612 from " (client invoice) - "Self-billed invoice SB-1 up to has been created" (supplier self-billed invoice)

What to do when you receive this: - For clients: Download the documents, record in your AP system, arrange payment - For managing companies: Verify accuracy, send to the client if needed, track for payment - For suppliers (self-billed): Review for accuracy, report errors promptly

Credit note issued notification

When sent: - Shortly after the credit note is issued (generated by Hubbado) - Typically after timesheet corrections or company changes

Who receives: - The same recipients as the original invoice - Managing company admins

Email contains: - Credit note number - A reference to the original invoice being credited - Issue date - Net amount, tax amount, and gross total (negative values) - Currency - A link to view the credit note in Hubbado - Attachments: - Credit note - Refund Report

Subject line: - "Credit Note CB-3612-1 has been issued"

What to do when you receive this: - For clients: Expect a refund from the managing company, update your AP records - For managing companies: Process the refund to the client, mark the credit note as paid when the refund is issued - For suppliers: Understand the adjustment, check if a new invoice is coming

Invoice paid notification

When sent: - When the invoice is marked as paid in Hubbado - A managing company admin's action triggers this

Who receives: - Supplier company users (notification that payment is coming/was made) - Managing company admins

Email contains: - Invoice number - Paid date - A link to view the invoice

Subject line: - "Invoice SB-1 has been paid"

Note - The client does NOT receive this notification (they made the payment) - Timing may not match the actual payment transfer

What to do when you receive this: - For suppliers: Expect payment to arrive, check your bank account in the coming days - For managing companies: Confirmation that payment was recorded correctly

Invoice voided notification

When sent: - When the invoice is voided in Hubbado - An admin's action triggers this

Who receives: - All users who received the original invoice issued notification - Managing company admins

Email contains: - Invoice number - Void reason - A link to view the voided invoice

Subject line: - "Invoice CB-3612 has been voided"

What to do when you receive this: - For clients: Do NOT pay this invoice, remove it from your AP queue, wait for a corrected invoice (if applicable) - For managing companies: Ensure the client doesn't pay the voided invoice, follow up with a corrected invoice - For suppliers: Understand the invoice is cancelled, check if a new invoice will be issued

Permissions and visibility

Understanding who can see and do what helps you set up appropriate access and troubleshoot visibility issues.

Invoice visibility

Managing company users - See all invoices for assignments managed by their company - Includes both client and supplier invoices for intermediated assignments - Full visibility regardless of which company they represent

Client company users - See client invoices only where their company is the client - Do not see supplier invoices for the same assignment - For intermediated assignments where markup is hidden, see only client amounts

Supplier company users - See supplier invoices only where their company is the supplier - Do not see client invoices for the same assignment - For intermediated assignments, see only supplier amounts (not client amounts with markup)

Resources (contractors) - Typically do NOT see invoices - May see invoices if they're also a member of a client or supplier company with appropriate permissions - See pricing on timesheets only if granted the "can view total charge" permission

Note Invoice visibility is automatically determined by company membership. You don't need to grant specific invoice permissions — being a member of the client or supplier company is sufficient.

Credit note visibility

Credit notes follow the same visibility rules as invoices: - Visible to the same users who could see the original invoice - Managing company users see all credit notes for their assignments - Client/supplier users see credit notes relevant to their billing relationship

Action permissions

Actions that change an invoice are gated to whoever is designated as an admin on the assignment (or a superuser). Viewing and downloading are not.

Anyone who can view the invoice can: - View invoice/credit note details - Download the Invoice / credit note - Download Timesheet reports / Refund Reports - Download the live version of the document - View related assignments and resources

Assignment admins (or superusers) can also: - Mark as paid - Mark as not paid - Edit due date and paid date - Void invoices/credit notes - Mark as booked - Revert to Issued - See the Booked tab - See the Issued tab (separate from Awaiting Payment)

Other users see: - The Awaiting Payment tab (all Issued documents not yet paid) - The Paid tab - The Voided tab - A simplified view without the Booked tab

Hide markup setting

For intermediated assignments, the Hide markup for all (clients and suppliers) setting controls who sees the markup. By default this setting is off, so markup is shown. It applies only to intermediated assignments, and Hubbado staff always see full pricing regardless of the setting.

When the setting is OFF (the default — markup is shown):

All users who can view the relevant invoice see: - Both client and supplier amounts (where they have access to the invoice) - The markup amount - The complete financial breakdown

When the setting is ON (markup is hidden):

Client users see: - The client invoice only - The client amount (supplier amount + markup) - They do not see the supplier amount or markup

Supplier users see: - The supplier invoice only - The supplier amount (the base amount) - They do not see the client amount or markup

Managing company / Hubbado staff see: - Both client and supplier invoices - Both amounts and the markup - The full financial picture

Use cases for hiding markup: - Where the markup is commercially sensitive between the parties

Setting it: - Configured on the assignment when created or edited - A managing company decision

Granting invoice access

To give a user access to invoices:

For client invoices: 1. Add the user as a member of the client company 2. Ensure the user has an appropriate role (no specific invoice permission needed) 3. The user will automatically see client invoices for assignments where their company is the client

For supplier invoices: 1. Add the user as a member of the supplier company 2. Ensure the user has an appropriate role 3. The user will automatically see supplier invoices for assignments where their company is the supplier

For the managing company: 1. Add the user as a member of the managing company 2. Designate them as an admin on the assignment if they need to manage invoices 3. The user will see all invoices for assignments managed by their company

For Booked tab access: 1. The user must be an admin on the assignment (or a superuser) 2. They will then see the Issued and Booked tabs separately

Troubleshooting visibility issues

"A user can't see an invoice they should have access to" - Check the user is a member of the correct company (client, supplier, or managing) - Verify their company membership is active - Check the assignment uses the correct companies - Verify the invoice was issued - Try refreshing the browser

"A user sees invoices they shouldn't" - Check the user's company memberships - Verify they're not an assignment admin or superuser (these see more) - Check whether they're a member of the managing company (they see all invoices for managed assignments) - Review the Hide markup setting if they shouldn't see markup

"The Booked tab doesn't appear" - This is normal for non-admin users - Only assignment admins (and superusers) see the Booked tab - Other users see the combined Awaiting Payment tab - Designate the user as an admin on the assignment if they need Booked tab visibility

Reporting and exports

Download as CSV

See Download as CSV in the Billing documents interface section for instructions and what's included.

For custom reporting, download the CSV and import it into Excel, Google Sheets, or BI tools to create pivot tables, charts, and dashboards.

Timesheet reports

Each invoice includes a downloadable Timesheet report showing the detailed timesheet breakdown: daily hours, rates, and amounts for each resource. Download it from the invoice details page or from the invoice notification email.

Note Timesheet reports respect the Hide markup setting. Users who shouldn't see pricing will see hours only, not amounts.

Refund Reports

Each credit note includes a downloadable Refund Report showing what's being credited: original amounts, corrected amounts, and differences. Download it from the credit note details page or from the credit note notification email.

Troubleshooting

"Invoices haven't been generated for this billing period"

Invoice generation requires all conditions to be met. Check each:

The billing period hasn't ended — Weekly periods end on Sunday, monthly periods on the last day. Wait for the period to close.
Timesheets not submitted — All resources must submit timesheet blocks for the period.
Timesheets not approved — All entries must be Approved (not Pending or Queried).
Date coverage gaps — Timesheet blocks must cover all dates in the period with no gaps.
Purchase order required — If the assignment has Purchase order required set, add a PO before client invoices can generate.
Billing disabled — Check the assignment billing settings. For intermediated assignments, verify the relevant billing relationship is enabled.
System issue — Contact support if all conditions appear met.

"I can't find an invoice"

Wrong tab — Unpaid invoices are under Awaiting Payment, paid ones under Paid, cancelled ones under Voided. Admins: check the Issued or Booked tabs.
Filters active — Click Clear all filters and search again.
Permissions — You can only see invoices where your company is the client or supplier. Check company membership.
The invoice doesn't exist yet — Billing conditions may not be met. See "Invoices haven't been generated" above.
Large list — Use the Billing Documents: filter to search by invoice number.
Billing disabled — Check the assignment billing settings for the relationship.

"An invoice shows the wrong amount"

Note Invoice amounts cannot be edited directly. All corrections must be made at the timesheet level.

Solution: Query the relevant timesheet block as a reviewer, then follow the correction workflow. See Corrections and credit notes for step-by-step instructions.

Key principle: Fix the timesheets, and invoices will follow.

What you can edit on an invoice: Due date and paid date (assignment admins / superusers only). Line items, quantities, rates, and amounts cannot be changed directly.

"An invoice was voided by mistake"

Important Voiding is permanent and cannot be undone.

To generate a replacement invoice:

Go to Timesheets and find the blocks for that billing period
Query the blocks as a reviewer, then immediately re-approve without changes
Hubbado generates a fresh invoice with the same amounts and a new invoice number

After regenerating, notify the client that the original invoice is void and send the replacement. Update your accounting system to reflect both the voided and replacement invoices.

"A credit note was created unexpectedly"

Credit notes are always triggered by a data change. Check what changed:

Timesheet correction — A reviewer queried timesheets after the invoice was paid. The credit note reverses the old amounts; a new invoice covers the corrected amounts.
Company detail change — The client, supplier, or managing company was corrected with a retroactive effective date.
Rate correction — Rates were updated with a past effective date, causing historical invoices to be recalculated.
Check the action history (admin) — View the audit trail around the credit note creation date.

See Corrections and credit notes for how the correction process works.

"Where is the Booked tab?"

The Booked tab is only visible to assignment admins (and superusers). Other users see the Awaiting Payment tab, which shows all Issued documents regardless of booking status.

If you need to track the booked state separately, request admin designation on the assignment. Otherwise, use Awaiting Payment to see all unpaid invoices.

"Payment was recorded twice"

Cause: The invoice was marked as paid twice, or the wrong invoice was marked as paid.

Solution:

Go to the incorrectly paid invoice and click Mark as not paid
Enter a reason
If the invoice should be paid with a different date, click Mark as paid and enter the correct date

Note Marking as not paid in Hubbado does not update your accounting system. Correct the entry in your accounting package separately.

"Can't mark an invoice as paid"

Already paid — Check the Paid tab. Edit the paid date if needed, or use Mark as not paid if it was recorded in error.
The invoice is voided — Voided invoices cannot be paid. See "An invoice was voided by mistake" if this was unintentional.
Insufficient permissions — Only assignment admins (and superusers) can mark invoices as paid.
Browser issue — Refresh the page or try a different browser.

Assignments — billing configuration, direct vs. intermediated assignments, end conditions
Timesheets — how work is recorded, approval workflow, billing readiness
Companies — company setup for billing, VAT numbers, addresses

Quick reference

Key actions by role

Resources: - Log time accurately - Submit timesheets on time - Respond to queries promptly

Reviewers: - Review and approve timesheets - Query when corrections are needed - Handle invoiced timesheet corrections

Client users: - Review invoices when issued - Download the Invoice and Timesheet report - Arrange payment by the due date - Report errors to the managing company (or invoices@hubbado.com)

Supplier users (self-billed): - Review self-billed invoices when issued - Verify accuracy - Report errors promptly - Receive payment

Managing company admins: - Monitor for new invoices - Send invoices to clients - Record in the accounting system (mark as booked) - Track payment status - Mark as paid when payment is received - Handle corrections (query timesheets) - Process refunds (credit notes) - Download for reporting

Common workflows

Normal billing flow: 1. Resource logs time → submits timesheet 2. Reviewer approves the timesheet 3. Billing period ends → invoice auto-generates (Issued) 4. Admin sends the invoice to the client 5. Admin marks it as booked (after entering it in the accounting system) 6. Client pays the invoice 7. Admin marks it as paid

Correction before payment: 1. Error discovered → reviewer queries the timesheet 2. Hubbado voids the unpaid invoice 3. Resource corrects → resubmits 4. Reviewer re-approves 5. A new invoice generates with the correct amount

Correction after payment: 1. Error discovered → reviewer queries the timesheet 2. Resource corrects → resubmits 3. Reviewer re-approves 4. Hubbado creates a credit note + a new invoice 5. Admin processes the refund → marks the credit note as paid 6. Client pays the new invoice → admin marks it as paid

Invoice number prefixes

CB = Client invoice (managing company bills the client)
SB = Supplier self-billed invoice (managing company issues on behalf of the supplier)
BN = Billing notice (non-UK self-billing)

States quick reference

Issued = Created, awaiting payment (can also be marked as booked once entered in your accounting system)
Paid = Payment processed (final state)
Voided = Cancelled (terminal state)

Important reminders

✓ Invoices are automatically generated — never created manually ✓ Invoice amounts cannot be edited — correct via timesheets ✓ Corrections after payment create credit notes automatically ✓ Voiding is permanent — cannot be undone ✓ When the last invoice for an assignment is marked as paid, the assignment is automatically archived ✓ Assignment completion is separate — it happens when the end date is reached or the budget is exhausted ✓ "Paid" for credit notes means the refund was processed ✓ Mark invoices as booked after entering them in your accounting system ✓ "Booked" confirms entry in the accounting package AND any other required systems ✓ The Hide markup setting (off by default) controls who sees supplier vs client amounts