Managing Sent Invoices

In this article:

  1. Sent Invoices
  2. Statements
  3. Write Off a Sent Invoice (Partial or Full)
  4. View a List of Invoices Under the Matter
  5. View ‘Previous Balance’ on Invoices, Cover Pages, and Remittance Pages


Sent Invoices

Sent invoices are listed under Invoices>Sent.

Download

  • Click on invoice # and download a PDF copy.
  • Click on the download icon on the far right of the desired invoice row.
  • Select the invoice checkbox(s) and click on the Download button at the top right of the screen.
  • Export to Excefor a hard-copy of the invoice. This will download your sent invoices to an excel spreadsheet.
  • Resend - resend the invoice by modifying the sending modes e.g., the Printer/Email/AutoMail checkboxes.

    Void to Draft -  remove the sent invoice from the Invoices>Sent list view and have it revert to the Invoices>Drafts screen for editing.

    Warning: We strongly recommend printing out a hard copy of an invoice before voiding it back to draft.

    Note: You cannot void a sent invoice if a payment has been allocated to it. You would have to first remove the allocated payment. And if you charge interest, you will need to work your way back in your invoices. For example, you want to void a September invoice, but you also have invoices issued in October and November. You will have to un-allocate payments and void the October and November invoices before you can start working on voiding September’s invoice.

    Currency icon - will redirect to the Payments screen.

    Amount -  view the details of a sent invoice.

    Note: if you click on the dollar amount, it will look like the edit draft screen, but you cannot edit. You can only view the details of the sent invoice. However, the one exception is that you can change the billing template.


    Statements

    Note: Statements and invoices are different. Statements are a list of invoices. Statements are sent out to let clients know where they stand, to remind the client that they need to pay. It serves as an account summary for clients at a particular point in time.

    Click on Invoices>Statements. 
    Click on New Statements link to create new statement(s).
    Create For - 'All Clients' will create a statement for all of the firm's clients. 'My Matters' will only create a statement for the matters the user is marked as the responsible professional for.
    Allow Zero Balance Statements - will generate statements for clients that do not have a balance. If you do not enable this, any client that doesn’t have a balance will not be included.
    No Invoice Since – this excludes clients that have received invoices since the specified date.
    Download
    1. Click on the download icon on the far right of the row for the appropriate statement.
    2. Select the checkbox(s) to download multiple statements, and click on the Download button on the top right of the screen.
    Send - specify the delivery method by selecting Printer/Email/AutoMail checkboxes, and click the Send.


    Write Off a Sent Invoice (Partial or Full)

    Click on Payments>Payments.
    Date - specify write off date.
    Client-Matter - specify which client-matter write off is for.
    Credit Type - select 'write off'.
    Payment Method - typically 'Internal'.
    Reference - type the paid sent invoice number.
    Amount - the amount to write off.
    Note - an internal descriptionn for reference purposes.

    Once saved, it will be listed at the bottom of Payments screen.


    View a List of Invoices Under the Matter

    All matter invoices are displayed under Clients>Clients & Matters>[matter name]>Invoices.

    View the following:

    WIP
    Worked 
    Billed
    Invoice Balance
    Unallocated Payments
    Trust Balance
    Total Balance Due

    Previous balance - enter any previous balance for the client-matter on top right of the screen. The advantage of previous balances is to ensure all future bills to a client are all-inclusive of any outstanding balance.

    Pay - click on the money icon to enter a payment for the invoice. This will redirect to 'Payments' screen.:

    Download - download the invoice by clicking on download icon:

    View payment details by clicking on document icon:


    View ‘Previous Balance’ on Invoices, Cover Pages, and Remittance Pages

    Click on  Invoices>Settings>Flexible Templates

    Click on the appropriate template name to edit settings.

    Under Global Settings tab, ensure ‘Include Total Balance Due on Cover Page and Main Invoice' is enabled.

    Clients will now be able to view any previous balance on invoices, cover pages, and remittance pages.

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