For interpreters💼 Freelance Tools
Log external jobs and send invoices
Track all your own freelance jobs, close them out, build customizable PDF invoices, and email them straight to your clients from your own mailbox.
The External Jobs & Invoices tab is your full freelance ledger, list jobs by status, close out the ones you've completed, then generate professional, customizable PDF invoices, email them to clients from your own connected mailbox, and track which ones are sent and paid.
Step by step
- 1Click "Home" in the sidebar and open the "External Jobs & Invoices" tab to see your jobs grouped by status.
- 2Close out any scheduled job by confirming the actual times and travel, this flips it to 'completed' and makes it ready to bill.
- 3Select the completed jobs you want to invoice, then add any extra line items or per-job rate splits.
- 4Customize the invoice, template, font, color, tax ID, what's shown, and watch the live preview update.
- 5Click Email to Client to send the invoice PDF straight from your own mailbox (edit the subject and message first); the button reads Send & finalize because sending also locks in the invoice and assigns its number.
- 6Not emailing it? Save PDF and Print finalize the invoice the same way, and Finalize Invoice locks in the number without sending anything.
- 7When the client pays, mark the invoice as Paid to keep your sent/paid history accurate.
Tips
- To email invoices, first connect your own mailbox: open Account Settings from the sidebar, go to the "Freelance Tools" tab, and use the "Email sender for invoices" section (a one-time setup, verified with a test send). The section appears once you have Premium. Without it you can still print or download.
- Logging jobs and keeping your client list are free. Building, sending and finalizing invoices is part of OneTerp Premium.
- Jobs you have logged but not invoiced show up on Home in the "Ready to invoice" box, and Up next reminds you near the bottom of the list.
- The Finalized and Paid tabs list one row per invoice, expand a row to see its jobs, reprint or view it, and mark the whole invoice paid in one click.
- Save your favorite invoice look as a default so every new invoice starts styled the way you want.
- Once an invoice is finalized or marked paid it becomes read-only, so review carefully before you send, save, print, or finalize it.
- Rate splits let you bill different portions of one job at different rates; the splits replace the flat rate and hours.
- External jobs also appear on your calendar and My Assignments with a purple "Freelance" badge. You can edit, delete, or close them out right from there, and your Home page updates instantly.
- Jobs that cross midnight are handled correctly when you set the end time.
- Your client directory can store each client's default rates and locations to speed up logging.
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