In this article:
- Edit Draft Invoices
- Rearranging Entries on a Draft Invoice
- Edit a Split Entry After Generating a Draft Invoice (and How to Undo Split Entries)
- Discounts or Adjustments to an Invoice
- Edit Invoice Font Size and Text Alignment
- Change the Draft Invoice Date Before Moving it to 'Sent'
Edit Draft Invoices
Click on Invoices>Drafts>Amount.
Invoice Date - the date you tp generate the invoice on.
Invoice Period - date range of entries to be included in the invoice.
Re: - label a name for the invoice. By default this will prefill with matter name.
Template - select which billing template to use. To edit the selected template, click on the 'Edit' link.
Review Completed - this will show a tick symbol under the Status column on the main Invoices>Drafts screen. It will indicate the invoice has been reviewed and is ready to be sent out. If firm-wide settings under Invoice>Settings have ‘Review required to send Invoices?‘ enabled, users will not be able to send out invoices unless the ‘Review Completed‘ checkbox shown below is checked.
Invoice Delivery Methods -
Printer - a downloaded PDF will be available.
Email - the invoice will be emailed out to the address on file.
AutoMail - TimeSolv charges $1.49 per piece, and additional postage as required. No return mailer is included.
Under the Addresses tab, users can edit the From and To Address details, including email addresses.
Click on ' Edit Address'.
Update From Client/Matter - will pull the address details from under the client/matter contact details.
Save To Client/Matter - will save the details you specify on this screen onto client/matter contact details.
Click on the Narratives tab to add/edit or delete invoice narratives.
Cover Page Narrative – appears towards the top of the cover page, below matter and client name.
Invoice Narrative – appears towards the top of the invoice page, below matter name.
Invoice Footer Text – appears right at the center bottom of the page.
Invoice Email Message – appears in the email when the invoice email is sent.
Statement Email Message – appears in the email when the statement email is sent.
Payment Instructions – appears at the bottom of the remittance page.
Click on Time tab to view, add new time entry to invoice, edit the time entries of the invoice, or include any missing time entries.
Include Missing - if any entries exist that have not been included in the invoice.
Update Original Time Entry as well - when editing a time entry, clicking on update will only update the draft invoice. It will not update original time entry, unless 'Update Original Time Entry as well' is enabled.
Hold - will hold the time entry from being billed until next invoice is generated.
Delete - will delete the time entry from the invoice only, unless you enable 'Update Original Time Entry as well'. which will wipe the time entry off the system entirely.
Include Missing - will include any missing expense entries. This button will only be enabled if any expense entries exist for the client-matter that have not been added to the invoice.
Edit - to edit the expense entry.
Note: The Interest tab is only available when interest gets applied on the invoice. The interest is applicable after the grace period and payment terms have expired and only for those client-matters (used in the draft invoice) that have an unpaid sent invoice.
Enable the Override calculated interest to edit the interest.
View the totals of the invoice and modify any adjustments (please use negative numbers for reduction) or discount (%) amount.
Whatever you put in the Adjustment Label field will appear in the invoice. E.g. “discount for client”.
Rearranging Entries on a Draft Invoice
Rearrange/sort Time and Expense Entries on a Draft Invoice.
Click on Invoices>Drafts>Amount.
The Time and Expense tabs provide a Sort Order column which allows users to assign numerical order to entries.
By default, the sort fields will be empty.
As entries are numbered in the sort field, the entries will immediately re-sort for a given day. Users can even skip numbers to allow more room to re-sort entries.
Edit a Split Entry after Generating a Draft Invoice (and How to Undo Split Entries)
To edit an invoice generated for a Split Billing Project, you will have to first void the draft invoice and then Undo Split Entries.
Click on Invoices>Drafts.
Select the invoice(s) you wish to void, and click on Void.
Warning: We strongly recommend printing out a hard copy of an invoice before voiding it back to draft.
Then click on Clients>Clients & Matters.
Open the ‘Master Matter‘ that the split billing invoice was created against.
Click on Split Billing tab.
Click on the Undo Split Entries.
All Split Entries are now unsplit. Create any changes to the Time and Expense Entries before generating the Split Billing Draft Invoice again.
Discounts or Adjustments to an Invoice
Note: You cannot apply discounts to a Fixed Fee invoice.
Edit Invoice Font Size and Text Alignment
Click on Invoices>Settings>Flexible Templates.
Select New Flexible Template (or click Copy next to an existing flexible billing template to change one or a few of its settings by editing the copied template).
Under the Global Settings tab, specify Font Size as either Small (9 pt), Medium (10 pt), or Large (11 pt). By default, this will be set to small font.
Enable/disable Justify Description (the text entered in the description field on the Time Entry screen). By default, this will be set to justified.
Change the Draft Invoice Date Before Moving it to 'Sent
By default, the date attached to any draft invoice is the date that it was generated. Follow the steps below to change this date before moving the invoice to 'Sent'.
Under Invoice>Drafts screen, enable the checkbox next to the invoice(s) you want to change the date for. On the top right of the screen, a 'Change Invoice Date' button will now be activated.
When the user clicks on the 'Change Invoice Date' button, a pop-up will be prompted showing a date picker allowing the user to change the date.
Note: Changing the date does not mean that the system will then include any entries created between the draft invoice's date and the current date. If you need an invoice to include those other time entries between the given dates, you should create a new invoice.