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Invoices

Once a billing stage is ready, you generate an invoice from it. Arkata creates a professional PDF invoice with your firm’s branding and details.

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Generating an invoice

1. Open the project’s Billing tab
2. Find the stage marked “Ready to Invoice”
3. Click Generate Invoice
4. Arkata creates the invoice with an auto-generated number (e.g. ARK-2025-001)
5. Review the invoice details

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Invoice numbering

Arkata generates invoice numbers automatically using the format your firm configures (prefix + year + sequence). Numbers are sequential and cannot be reused.

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Invoice statuses

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The invoices list

The Invoices page lists every invoice in your firm, with the invoice number, client name, issue date, due date, amount, and status. The issue date sits next to the due date, so you can see when an invoice went out and when it falls due side by side.

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Sending an invoice

You aren’t stuck with the client’s saved address — you can send an invoice to a different email address, or to several.

1. Open the invoice and click Send
2. Choose who it goes to:

   Option	When to use it
   Client only	The normal case — the client’s own address
   Client plus others	The client, and anyone else who should see it
   Other addresses only	Somebody different, like an accounts department

3. Check the preview — you’ll see every recipient and the email itself before anything leaves Arkata
4. Click Send

The invoice moves to Sent. If there’s nobody valid to send to, Arkata stops you and says why, rather than failing quietly afterwards. CC and BCC aren’t set here. They come from your firm’s defaults under Settings → Billing.

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PDF generation

Every invoice can be downloaded as a PDF. The PDF includes:

• Your firm’s name, address, and VAT number
• Client details
• Line items with quantities and prices
• VAT calculation
• Payment terms
• Total due

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Waiving line items

Decided not to charge for something? Waive that line item.

• The client still sees it on the invoice, marked as waived, so the goodwill is visible
• It doesn’t count towards the total
• You can un-waive it if you change your mind, up until the invoice is sent