Clients and invoices

Clients are part of projects (Pro and Premium plans). Client invoicing is optional and part of the Premium plan. Only owners and admins see and manage clients and invoices.

Not an e-invoice

A Workify360 invoice is not an e-Fatura or e-Arşiv invoice. Workify360 has no connection to GİB and does not send invoices anywhere: it prepares a PDF for your records and for your client. Where the law requires an e-Fatura or e-Arşiv invoice, it is not a replacement for one; issue that with your e-invoice provider.

Clients

Open Projects → Clients. A client has a name (unique among the clients that are not archived), contact details, an address and country, a tax office, a tax number, a default currency (TRY, USD or EUR) and notes. Projects are linked to a client in the project settings.

The tax number (10-digit VKN or 11-digit TCKN) is checked before it is saved (invalid_tax_id), stored encrypted and shown only with its last 4 digits. To change it, enter a new one; the full number is never shown again. It is printed in full only on the client’s invoices.

Archive a client you no longer work for. A client with projects or invoices cannot be deleted (client_in_use).

Invoice templates

An invoice template holds what is the same on every invoice: your company’s name, address, tax office and tax number (stored encrypted like the client’s), e-mail, phone, IBAN and bank, the language of the invoice (Turkish or English), a footer note, the number prefix and digits, the default due days, tax rate and currency.

• The first template becomes the default. Choosing another default takes the mark from the previous one.
• A Turkish template starts with a footer note that says the document is for information and does not replace an e-Fatura or e-Arşiv invoice. You can change it.
• Templates are archived, not deleted, and invoices keep the template they were made with. To archive the default template while other templates are active, make another template the default first (invoice_template_in_use).

Create an invoice

1. On the Invoices page, start a new invoice.
2. Choose the client, the period and the projects (none chosen means all projects of the client).
3. Choose what to bill: all the time assigned to the projects, or Bill only productive time (see below).
4. Choose how the lines are grouped: per project, per project and task, or also per person.
5. Choose the template, or leave the default.
6. Check the preview: the lines, totals, how much time is left out because it is not billable or already billed, and any problems, such as billable time without a rate. Fix the rates and preview again.
7. Create the invoice. It starts as a draft.

Each time line shows the hours, the hourly rate and the amount; the rates come from the three rate layers. The rate’s currency must be the invoice currency.

The time on a draft is marked as billed, so the same time cannot go on two invoices. A billed time entry is locked in the timesheet. Deleting the draft or voiding the invoice releases it.

Bill only productive time

With Bill only productive time, a line bills only the productive time inside the assigned periods instead of the whole period. Focus looks at the person’s activity in 5-minute slots: for each slot an assigned period covers, it counts the slot’s productive time in proportion to how much of the slot the period covers. This 5-minute granularity is an approximation at the edges of each period. Approved offline time marked as productive counts too. The productivity rules of the person’s team decide what is productive.

Edit a draft

On a draft you can change the line descriptions, hours and unit prices, add your own lines (such as a setup fee), change the tax rate, the notes and the dates, and change the currency while the draft has no time lines. Regenerating builds the time lines again from the current time and rates; your own lines stay. The totals are calculated again on every change. An invoice holds up to 2,000 lines.

Statuses

Status	Meaning	Next steps
Draft	Being prepared; no number yet	Edit, regenerate, delete, or Issue invoice
Sent	Issued with its number	Mark paid, or void
Overdue	Sent and past its due date	Mark paid, or void
Paid	Payment recorded on a date	Mark unpaid (back to sent), or void
Void	Cancelled, with a reason; its number stays	—

Overdue is not set by anyone: an invoice that is sent and past its due date (in your organization’s time zone) shows as overdue until it is marked paid or voided. Focus does not e-mail invoices; Sent means the invoice is issued, and you send the PDF to your client yourself.

Numbers and issuing

Issue invoice gives the draft its number and its issue date (today unless you choose another one) and its due date (from the template’s due days unless you choose one). From then on the invoice cannot be edited, and it keeps the seller and client details of that moment even if the template or the client changes later.

• Invoice numbers are per year and gapless: 2026-0001, 2026-0002 and so on, with your prefix in front (for example INV-2026-0007). The number is given when the invoice is issued, not when the draft is created, so deleting a draft never leaves a gap.
• The counter belongs to your organization and the year, so a new prefix continues the count (INV-2026-0007, then ACME-2026-0008).
• An invoice cannot be dated before the last invoice issued in the same year (invoice_date_before_last).
• Voiding keeps the number: a void invoice stays in the list with its number and reason, and the number is never used again. Its time is released for a new invoice.

The PDF

Download the PDF of any invoice from its page. It is an A4 document in the template’s language with the seller, the client, the number and dates, the period, the lines, the subtotal, the tax (KDV) and the total, the notes and the bank details. A draft has no number and a DRAFT watermark. Amounts are in TRY, USD or EUR; there is one tax rate per invoice.

Error messages

Code	What it means
client_not_found	The client does not exist any more
client_name_taken	Another client that is not archived has this name
client_in_use	The client has projects or invoices and cannot be deleted; archive it
invalid_tax_id	The tax number is not a valid 10-digit VKN or 11-digit TCKN
invoice_template_not_found	The template does not exist any more
invoice_template_name_taken	Another template has this name
invoice_template_in_use	This is the default template. Make another template the default before archiving it
no_default_template	No template was chosen and there is no default template; create one first
invoice_not_found	The invoice does not exist any more
invoice_not_draft	Only a draft can be edited, regenerated or deleted
invoice_status_invalid	The invoice cannot move to that status from its current one (see the table above)
invoice_empty	An invoice without lines cannot be issued
invoice_date_before_last	The issue date is before the last invoice issued this year; choose a later date
invoice_currency_locked	The draft has time lines, so its currency cannot change; regenerate or create a new invoice
invoice_too_large	The invoice would have more than 2,000 lines; choose a shorter period or a coarser grouping
rate_missing	Billable time has no rate (rates and costs)
rate_currency_mismatch	A rate’s currency differs from the invoice currency
allocation_billed	Someone put some of this time on another invoice meanwhile; preview again