If the Add Invoice button is missing, the Task field is empty, or you see an error when you try to send an invoice, something in your setup isn't finished yet. This article explains each message, why it appears, and who can fix it, so you can get your invoice to your client and get paid.

Your client can rename parts of Worksuite. You might see "Assignment" or "Project" instead of Task, "Engagement" instead of Contract, or "Payments" instead of Invoices. The steps are the same.

TABLE OF CONTENTS

What every invoice needs

Before you can send an invoice, all of these must be true:

  • If your client requires a Task, they've assigned you one. Freelancers can't create Tasks themselves.
  • If your work is under a Contract, that Contract is Live, or Ended and still within your client's invoice deadline. A Contract goes Live only after every stage of its workflow is done, including the stages your client reviews.
  • Your onboarding is complete, if your client requires it, including your bank and tax details.
  • You're logged in to the profile that holds the Contract and Task.

Each section below covers one thing you might see and what to do about it.

The Task field is empty or greyed out

If your client requires a Task, every invoice must be linked to one. The Task list on the invoice form only shows Tasks your client has assigned to you. If it's empty, you can't select anything and you can't send the invoice. This isn't a browser problem.

It usually means one of these:

  • Your client hasn't created or assigned a Task for this work yet.
  • Your Contract isn't Live yet, so its Task isn't ready. This happens when an agreement is still waiting for a signature, or when a stage is still waiting for your client's review.

To fix it:

  1. Go to Contracts → All Contracts and open your Contract.
  2. Check its status. If it isn't Live, finish any step that's waiting on you, such as signing an agreement.
  3. If nothing is waiting on you, message your client from Messages. Ask them to assign you a Task, or to finish their review of your Contract.

When the Task is ready, it appears in the Task list on the invoice form.

"Before you can add Invoices you have to complete your onboarding"

This message means your client requires every onboarding workflow on your profile to be complete before you can invoice. That includes your bank details and tax information.

Your own steps can show 100% while a stage is still waiting for your client to review it. Uploading a document can also send a stage back for review. The invoice stays blocked until that review is done.

To fix it:

  1. Click Complete Onboarding in the message, or open Onboarding in the side menu.
  2. Check every workflow listed, not only the one you finished most recently.
  3. Complete any stage that's still waiting on you.
  4. If every stage shows complete, message your client and ask them to finish their review.

If it's been more than 5 business days, message your client again. If a stage won't submit or something in Worksuite looks broken, contact Worksuite Support.

"Task must be linked to a Contract"

Your client requires invoices to be linked to a Task inside a Contract that is Live or Ended. You see this message when the Task you picked isn't part of a Contract, or when its Contract hasn't gone Live yet, for example because an agreement or a review is still waiting.

To fix it:

  1. Go to Tasks & Projects and open the Task that belongs to your Contract.
  2. Click Add Invoice from the Task.

If your Contract has no Task, or the Contract hasn't gone live yet, message your client. Only your client can add a Task to your Contract.

"This Task needs to be accepted before invoicing it"

Some clients require you to accept a Task before you can invoice it. Until you accept it, the Task stays in Pending status and invoices are blocked.

To fix it:

  1. Go to Tasks & Projects and open the Task.
  2. Review the details and click Accept task.

The Task moves to Accepted, and you can add your invoice.

There's an open change request on your Contract

When your client changes your Contract, for example its dates, rate or PO number, you see a banner on the Contract with a Review changes button. Until the change request is accepted, the Contract keeps its current terms, so a new rate or PO number doesn't appear on your invoices yet.

To review it:

  1. Go to Contracts → All Contracts and open your Contract.
  2. Click Review changes in the banner.
  3. Read the changes and accept them.

For more detail, see How to Review and Accept a Change to Your Contract.

Your Contract has ended

Your client can set a deadline for invoices after a Contract's end date. After that deadline, you'll see a message that the submission deadline for this Contract has passed, and you can't add invoices to it.

If you still need to bill for work on that Contract, message your client. They can tell you how to invoice for it, or set up a new Contract for the work.

You don't see an Add Invoice button

There are a few reasons the button might be missing:

  • Your client creates invoices for you. Some clients set up their account so freelancers don't add invoices. Instead, your client raises the invoice for you, or creates it when they approve your timesheet. You'll see those invoices under Invoices → All Invoices once they're created.
  • You're set up as an employee. If you're hired as an employee, for example through an Employer of Record, you're paid through payroll and don't send invoices in Worksuite. If you think this is wrong, ask your client to check it.
  • You're logged in to a different profile. If you've used more than one email address with Worksuite, the Contract and Task might be on another profile. Log out, then log in with the email address your client sent your invitation to.

In each case, message your client. If you have a Task, send the message from the Task itself so it reaches your Task manager. If your client creates invoices for you and one is missing, ask your Task manager to add it.

The invoice won't send, or fields are blank

If you click to send the invoice and nothing happens, or a list such as Category is empty:

  1. Check that every required field is filled in, including Task if your client requires one.
  2. Go to Invoices → All Invoices and check whether the invoice already went through. It may have been created on your first try.
  3. Do a hard refresh: press Ctrl + Shift + R on Windows or Cmd + Shift + R on Mac.
  4. Try again in a private or incognito window, or in another browser.

If it still won't send, contact Worksuite Support. Include a screen recording of what happens when you click, and the browser you're using.

Still stuck?

Your client manages your Tasks, Contracts, and whether you can add invoices. Message them first for anything about assignments or approvals.

Contact Worksuite Support if a stage won't move forward, if you think your Contract is on the wrong profile, or if the platform shows an error you can't explain. Include:

  • The email address you log in with
  • The exact message you see, or a screenshot
  • The name of your Contract or Task

Support/Resources

Still have questions about creating and sending invoices? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com.

For questions about your work, projects or rates, message your client from Messages in Worksuite.