Invoices with Toggl Work

Toggl Work FAQ
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Creating Your First Invoice

Once you’ve added expenses and organised them into trips, you can turn them into professional invoices. Invoices let you group expenses (or even entire trips) and bill them directly to clients - all from within Toggl Work.

Accessing the Invoices Area

To get started, click “Invoices” in the left-hand navigation bar. This takes you to the invoices dashboard, where you’ll see an overview of existing invoices and access to invoice settings.

Invoice Settings (set this up first)

Before sending your first invoice, you’ll need to add your company or personal details in the “Invoice Settings” panel. This information will then automatically appear on every invoice you create.

To set it up:

  1. Go to “Invoices” in the left-hand navigation bar.

  2. Open “Invoice Settings”.

  3. Fill in your business or personal details, including:

    • Business Logo

    • Business name

    • Registration ID / Tax ID

    • VAT number (if applicable)

    • Address, phone number, email

    • Bank details (account holder, bank name, routing/IBAN, SWIFT/BIC, bank address)

Once saved, these details will populate the “Pay to” and “Bank details” fields on all your invoices.

:light_bulb:You can also set up these details directly while creating your first invoice - but doing it in Invoice Settings ensures they’re ready to go from the start.

Creating a New Invoice

Now that your settings are in place, you can go ahead and create you first invoice by clicking “+ New Invoice” (top-right corner of the Invoices page). A new window will appear where you can fill in the following info :

  • Invoice ID → Your custom reference number, we recommend you use an easy to remember ID format so that later it’s easier for you to filter or search for them.

  • Issue Date → Date on which the invoice is issues to your client.

  • Due Date → Date on which you expect the invoice to be paid by the client.

  • Client details → Select the “Client” list drop down and choose an existing client (if your admin has already added one) or create one yourself by clicking “Add Client”. When you’re creating your first ever invoice, you will have to create a new first client.

Your own details from “Invoice Settings “ will now be pulled in automatically, so you don’t need to re-enter them each time.

Adding Items to the Invoice

Next, you can add all the items you wish ro add to the invoice by clicking “+ Add Item”. You’ll be shown 3 options:

  • Add Approved Expense → Select from expenses you’ve already submitted and approved. You can filter by date, category, or trip.
  • Add Trip Expense → Pull in an entire trip’s expenses as a single line item, making it faster to bill for travel.
  • Add Manual Item → This option enables you to enter custom items not tied to Toggl Work expenses.

You can always edit the descriptions, quantities and rates as needed, by clicking the 3 dots at the end of each item line.

Customising an invoice

Finally, personalise your invoice:

  • “Add a note” → This is an optional text at the bottom, you can add anything you think is worth mentioning. For example, it could be “VAT reverse-charged under EU Directive” or your payment terms: “Payment terms : NET 60” .

Saving and Downloading an Invoice

When you’re finished, click Save changes to store all the details and items you’ve added.

Now that your invoice is ready, you have two easy ways to download it as a PDF to share with your client:

  1. Stay in the same window after saving and click “Download PDF” in the top-right corner.

  2. Or, head back to the main Invoices dashboard. At the end of each invoice row, click the download icon to generate and open the PDF instantly.

Updating an Invoice Status

From the Invoices dashboard, you can quickly edit or update the status of any invoice. At the end of each row, click the ⋮ (three dots) menu to access these options:

  • Mark as issued → This will switch an invoice from “Draft” to “Issued”, so it’s clear which invoices are already sent.

  • Edit → Open the invoice details page to make changes.

  • Duplicate → Copy an invoice for quick reuse - handy for recurring invoices where only the ID, dates, or amounts need updating.

  • Delete → Permanently remove an invoice from your account. :warning: Be careful - once deleted, it cannot be recovered.

Wrapping Up

With these steps, you’ve gone from creating your first invoice to saving, downloading, and managing it. From here, you can easily keep track of which invoices are still drafts, which ones have been issued, and make sure your clients receive clear, professional billing documents every time.

:speech_balloon: Help & Feedback

In case you need any assistance, reach out in the community. That is also where we’d love to hear your thoughts on Toggl Work - we read all comments and build the product with them in mind.