Invoicing in Tribe CRM is more than just sending bills, it's about aligning billing with delivery. Tribe gives you multiple starting points for creating invoices, depending on where your process begins. Whether you are billing directly from a sales opportunity, tracking progress through a project, or automating recurring charges via a subscription, each approach serves a specific purpose. Choosing the right one can improve cash flow, reduce errors, and enhance client satisfaction. By following this guide, you will understand all the places where invoices can be created and when to use each one.
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Prerequisites
Before creating invoices in Tribe, make sure that:
The Invoicing module is activated. Administrators can enable it via the Organisation icon, selecting Subscription & Licenses, then scrolling down to Modules.
At least one invoice template and one email template have been configured.
Any modules you plan to invoice from (such as Projects, Work Orders, or Subscriptions) are also active in your environment.
Note! Changes to invoice templates apply to all future invoices. You can make individual edits when creating a specific invoice without affecting the template itself.
Creating an Invoice from a Sales Opportunity
This approach is ideal for small, straightforward assignments where you can invoice 100% upfront at project kick-off, or where all invoices for the assignment can be prepared in advance. No project setup is required, making it the fastest route from sale to invoice.
Benefits:
Fast and efficient — no project setup required.
Keeps the sales and finance process connected in one place.
Product lines linked to the opportunity are automatically copied to the invoice.
How to create it:
Change the phase of the sales opportunity to Won.
Click +Invoice in the top-right corner of the sales opportunity. All products linked to the opportunity will be automatically copied to the invoice.
Fill in all required details.
If this is a partial invoice, delete the product lines that should not appear on this invoice. Make sure to create the remaining partial invoice(s) and link the correct product lines to each.
Open the invoice activity and navigate to Details. Click on General, and then select Invoice Date to record the date on which the invoice needs to be sent.
Best practices: Ensure the contract or scope clearly allows for full upfront billing. Keep all records linked to the sales opportunity for easy tracking. The invoice number and date are only generated when the invoice is actually sent.
Creating an Invoice from a Project
Use this approach for larger or phased projects with multiple deliverables, or when you follow a predefined invoicing scheme based on milestones. Billing from a project aligns your invoices with actual project progress.
Benefits
Aligns billing with actual project progress and milestones.
Facilitates budget tracking and financial forecasting.
Provides full visibility of invoiced amounts, hours, and profit within the project screen.
How to create it:
Change the phase of the sales opportunity to Won, then click +Project in the top-right corner of the sales opportunity.
Complete any missing information. Then click Save and Open.
All products linked to the opportunity will be automatically copied to the project and appear on the To Be Invoiced tab.
Select the product line(s) you want to invoice and choose Invoice ''X'' lines.
Fill in all known details, then click Save and Open.
Go to the generated invoice. Then go to details.
Click on General, then enter the date on which the invoice needs to be sent in the Invoice Date field. This date acts as the trigger for the financial administration to send out the concept invoice.
The created invoice will appear on the To Be Invoiced tab as a concept, and on the Invoices tab as an invoice activity with its current phase.
Best practices: Set up milestones clearly before invoicing. Review project progress before generating each invoice to avoid disputes. You can also log hours and external costs against the project and invoice these alongside product lines.
Creating an Invoice from a Subscription
Use subscriptions for ongoing services such as monthly maintenance, support contracts, or subscription-based offerings where predictable, recurring billing is key.
Benefits:
Automates repetitive invoicing tasks, reducing manual effort.
Ensures consistent, predictable billing that strengthens long-term client relationships.
Supports both one-time and repeatable product lines within a single subscription.
How to create it:
Change the phase of the sales opportunity to Won, then click +Subscription in the top-right corner of the sales opportunity.
Fill in all the subscription details, including the invoicing interval (daily, weekly, monthly, or annually) and the start and end dates.
All products linked to the sales opportunity — both one-time and recurring — will be automatically copied to the subscription and appear on the Products tab.
Once the subscription is activated, invoicing will start automatically based on the defined interval.
Best practices:
Automate reminders for unpaid invoices via Configuration, selecting Activities, then Invoice, and finally Automations.
Monitor subscription statuses and usage regularly to ensure accurate billing.
You can also configure pre-billing or post-billing periods to control when invoices are generated relative to the subscription period.
Creating an Invoice Directly from a Relation
When to use:
Use this approach when you need to invoice a customer directly, without a linked sales opportunity, project, or subscription. This is the most straightforward method for ad-hoc or standalone invoices.
How to create it:
Open the relation you want to invoice.
Click the +Invoice button in the activity menu.
Enter the required details and click Save.
Open the invoice and click +Product to add product lines. Select products from the product book or create a new product directly.
Click the Example tab to review the invoice before sending.
Use the Edit tab to make invoice-specific changes without altering the template.
Click Send, adjust the email text if necessary, and click Send again.
Did you know? By default, the invoice is sent to the relation's financial email address. If this is empty, Tribe will use the organisation's general email address, or the contact person's email as a fallback. You can configure a BCC address for accounting via Invoicing in Configuration.
Creating an Invoice from a Work Order
When to use:
Work orders are ideal when field staff deliver products or services on-site and customer sign-off is required before invoicing. They can be linked to a relation, a project, or a sales opportunity.
How to create it:
Open the work order.
Complete missing details and select a Template. The click Save and Open.
Book any hours or add products as required.
Click +Invoice to create an invoice directly from the work order. All relevant product rules and data will transfer automatically.
Fill in the remaining details and send the invoice.
Quick Summary
Tribe CRM gives you the flexibility to create invoices from multiple places, each suited to a different billing scenario. Use a sales opportunity for fast, upfront billing on straightforward assignments. Use a project when billing needs to align with milestones and progress. Use a subscription for automated, recurring billing on ongoing services. Invoice directly from a relation for ad-hoc invoices without a linked activity. And use a work order when on-site delivery and client sign-off precede billing. Choosing the right starting point ensures accurate records, a healthy cash flow, and a smoother experience for both your team and your clients.