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Creating Invoices

Saving and managing drafts

Learn how to save invoice drafts, manage work in progress, and efficiently handle multiple invoice projects.

Last updated: November 2024•3 min read

What are invoice drafts?

Invoice drafts are incomplete invoices saved for later completion. They allow you to work on multiple invoices over time, save progress as you gather information, and prepare invoices in advance.

Auto-save

Your work is saved automatically as you type

Work at Your Pace

Complete invoices when you have all the information

Creating and saving drafts

Automatic draft creation

Plaen automatically creates drafts when you:

  • Start creating a new invoice
  • Add any content to the invoice builder
  • Make changes to an existing draft
  • Navigate away from an unsent invoice

Manual draft saving

You can also save drafts manually:

  • Click "Save Draft" in the invoice builder
  • Use keyboard shortcut Ctrl + S (or Cmd + S on Mac)
  • Drafts save automatically every 30 seconds
  • All changes are preserved when you leave the page

Managing your drafts

Accessing drafts

Find your drafts in multiple places:

  1. Go to Invoices → Drafts in the main navigation
  2. Use the "Recent Drafts" section on your dashboard
  3. Filter invoices by "Draft" status
  4. Search for drafts by client name or content

Draft information display

Each draft shows:

  • Draft title: Client name or "Untitled Draft"
  • Last modified: When you last worked on it
  • Total amount: Current invoice total (if calculated)
  • Completion status: Percentage of required fields filled

Working with drafts

Continuing work on a draft

  1. Click on any draft from your drafts list
  2. You'll be taken to the invoice builder
  3. All your previous work is preserved
  4. Continue adding information as needed
  5. Send when ready or save again for later

Draft completion checklist

Before sending a draft, ensure you have:

Client information complete
At least one line item added
Payment methods selected
Due date set
Invoice reviewed and proofread

Draft management features

Organizing drafts

  • Rename drafts: Give descriptive names to identify projects
  • Add notes: Include reminders or missing information
  • Set priority: Mark urgent drafts for easy identification
  • Client grouping: View drafts organized by client

Bulk actions

Manage multiple drafts at once:

  • Select multiple drafts using checkboxes
  • Delete old drafts you no longer need
  • Duplicate drafts for similar projects
  • Export draft information for external use

Common draft scenarios

Scenario 1: Missing client information

Situation:

You've completed a project but don't have the client's billing address yet.

Solution:

Create a draft with the project details and amounts. Add a note "Need billing address" and complete when you receive the information.

Scenario 2: Monthly recurring invoices

Situation:

You provide monthly services and want to prepare invoices in advance.

Solution:

Create drafts for the next few months with standard services. Update dates and any variable amounts before sending each month.

Scenario 3: Complex project invoicing

Situation:

Large project with multiple deliverables completed at different times.

Solution:

Create a draft and add line items as you complete each deliverable. Send the complete invoice when all work is finished.

Draft templates and reuse

Creating draft templates

For recurring work, create reusable draft templates:

  1. Create a draft with standard services and rates
  2. Save it with a clear template name
  3. Duplicate the template for new projects
  4. Customize the copy for each specific client

Template examples

  • Web Design Package: Standard web services with typical rates
  • Monthly Retainer: Regular monthly services template
  • Consultation Template: Hourly consultation with common rates
  • Logo Design: Typical logo design process and deliverables

Draft cleanup and maintenance

Regular cleanup

Keep your drafts organized by:

  • Weekly review: Check drafts that need completion
  • Delete old drafts: Remove outdated or unnecessary drafts
  • Complete stale drafts: Finish invoices that have been waiting
  • Archive completed projects: Move finished work to archive

Draft notifications

Plaen can remind you about:

  • Drafts older than a certain number of days
  • Drafts with upcoming project deadlines
  • Incomplete drafts for completed projects
  • Monthly recurring invoice drafts ready to send

Best practices

  • Use descriptive names: Name drafts clearly for easy identification
  • Add completion notes: Include what's missing or needs updating
  • Set reminders: Use calendar reminders for draft completion deadlines
  • Regular cleanup: Delete unused drafts to reduce clutter
  • Backup important drafts: Export complex drafts for safekeeping