Invoices of project

All invoices of a project is displaying under Bills/Invoices tab in project details

Clients > Clients & Projects > Project Details > Bills

Project Details screenshot

 

User can view total amount and remaining balance for invoices. A ‘pay’ button is displayed through which invoices can be paid.

Logo Size

How to resize a logo to fit perfectly on the invoice header?

In order for your firm logo to fit perfectly on the invoice header, it may need to be resized to a width of 7 inches. Follow the instructions below to exactly resize a logo to be 7 inches wide using Irfan View software.

  • Start with a logo that is bigger than seven inches
  • Auto crop the logo to remove any white space around the text or graphic. Save the logo in .gif format.
  • Try to upload the over-sized logo under Account>>Settings>>Logo sub tab
  • TimeSolv will display a warning indicating that the logo is 8.123235 inches and it is too wide and it could not be uploaded. Maximum width of logo can be of 7 inches
  • To convert a logo to be of 7 inches wide, take 7 divided by 8.123235, the displayed width and calculate the reduction ratio to be 0.861726. Use a rounded number of 86%
  • Using Irfan View, reduce the size of the logo by 86% and end up with a perfectly sized 7 inch wide logo

Sent Invoices

Invoices sent to the customers are listed in the Invoices>>Sent link where all the paid and unpaid invoices are listed:

 

  • Click the Download button to download the selected invoice
  • Click the Resend button to resend the invoice by modifying the sending modes e.g., the Printer/Email/AutoMail check boxes
  • Click the Void to Draft button to remove the sent invoice from the Invoices>>Sent list view and reappear in the Invoices>>Drafts view for edit after a warning
  • Click the Void button to permanently delete the sent invoice from the system after a warning
  • The paid invoices will appear with a term, Paid in the Balance Due column
  • User can use the search field to search any bill.
  • Click the value in the Amount column to view the details of a sent invoice
  • Hover mouse to the white notes icon to view the invoice summary
  • Click the blue download button to download the invoice in the specified format
  • Click the Export to Excel link to download your sent invoices to excel spreadsheet. .

Sent Invoices

Invoice Settings

To access invoice settings:

  • Click the Invoices tab
  • Click the Settings link such that the General tab is shown by default

Invoice settings 1

 

Flexible Templates

 

  • Click the AutoMail tab to review invoices sent by the delivery option AutoMail.

AutoMail

 

LEDES Invoices

TimeSolv Legal generates invoices in LEDES 1998B format. Since LEDES is a standard format, certain items have to be setup correctly to meet the invoicing requirements.

  1. Tax ID (required) – Go to Account>>Settings>>General and enter the Tax ID
  2. LEDES Timekeeper ID and LEDES Classification (required) – Go to Account>>Timekeepers (professionals), and drill into the staff member name. Ensure that the LEDES Timekeeper ID is identical to the client’s invoice submission system. Most systems use first initial and last name, e.g. Greg Berger will be GBERGER, all in capital letters.In addition, select the correct LEDES Classification below the LEDES Timekeeper ID (these fields are available only for firm having TimeSolv legal service plan)
  3. Task and Activity Codes -Under Time>>Settings>>Activity Codes, ensure that proper LEDES codes are active and all activity codes (codes starting with A such as A100, A101, etc.) are inactive. Activity codes will automatically be available for LEDES client. Both Task and Activity codes need to be selected for time entries for LEDES invoices.
  4. Timekeeper Hourly Rate (required) – Ensure that the timekeeper hourly rate in TimeSolv matches the hourly rate in the invoice submission system.
  5. Bill Delivery Method (required) – Go to Invoice/Bill Settings tab under Client>>Settings>>Invoice Settings/<some client name>>>Invoice settings/<some project name>>>Invoice Settings and select Email and LEDES for bill delivery format
  6. Client LEDES ID (only required by some) – entered in client’s General tab (if required)
  7. Delivery Email Address (required) – Enter your own email address if you have to manually submit LEDES invoices. If the emails will be automatically delivered to an email address, enter the email address of the receiving invoice submission system. You will reecive the LEDES invoice in your email. Download it to your computer and do not change the file type. Upload this file to the invoice submission system.
  8. Client Matter ID (required) – This is the unique identifier for the matter and must match between TimeSolv and invoice submission system. Click on the matter name and on General tab, enter in the field labeled Client ID for this Matter

Discounts or Adjustments to an Invoice

Following are the steps to add discounts/adjustments to an invoice:

  • Go to the Invoices tab
  • Drill into a draft invoice Amount to edit it
  • Click the Totals sub tab
  • To enter adjustment, enter some numeric value in the Adjustment field along with its label in the Label field

Note: Enter a negative sign to reduce the total

  • To enter discount specify some percentage in the Discount field
  • Click the Save button

How do I temporarily remove/delete or adjust Interest on an Invoice?

To temporarily remove/delete or adjust interest on an invoice, follows these steps:

  • Go to the Invoices tab
  • Drill into a draft invoice’s amount to edit it
  • Go to the Interest sub tab

Note: The Interest sub tab will only be shown for invoices that have invoice calculated in them

  • Select the Override calculated interest check box such that a new field shows up. New interest can be entered in that.
  • Click the Save button
  • Go to the Totals sub tab. The updated interest will be shown there.

Or

  • Download the invoice to see the updated interest

 

How to create Fixed Fee Bills

This example shows how to create a fixed fee invoice where the detail for each time entry is not shown and only the totals are rolled up to the Task

  1. Create one time entry for each of the time keepers against a client-matter where the rate of the activity is set to Enter Fixed  Amount in the Time>>Time Entry view

Enter Fixed Amount 1

After Clicking the Enter Fixed Amount link, enter amount into the field (Example shows $500 flat fee amount)

Enter Fixed Amount 2Enter your description as normal and click Save & New

Create draft and the total will display as the flat rate amount

    Note* If you need to adjust what is being displayed on the invoice you will need to create a new template and adjust your settings. For example, if you only want description and amount to be shown, create a new billing template to only display those options.
    Click on Invoices>Settings>Flexible Templates.

      Click on COPY of Flexible Billing Template and rename this template “Fixed Fee” or anything that you wish.

      Click on the Time tab and check the boxes for the information you want displaying on the invoice and click UPDATE.

      This template will need to be assigned to the client/matter before you create invoice or you can create the draft, click on the           AMOUNT and edit the template on the edit draft settings.

Overview of Billing and Payments Process

Generating invoices in TimeSolv is an easy and efficient process. This overview explains the process of generating, editing and sending bills to your clients.

Creating an Invoice

Generating an invoice requires the selection of just a few criteria. Simply choose the client and date range, and TimeSolv automatically creates a bill that includes all time and expense entries meeting that criteria. An invoice is considered a draft until it is sent to the client; this is important when editing your invoices.

Editing an Invoice

Invoice editing is one of TimeSolv’s most valuable features. Virtually any piece of information related to an invoice can be edited from the Invoices tab. In other words, you do not have to return to the Time, Expense tabs to make changes. TimeSolv automatically retains the original values of all time and expense entries for internal auditing purposes. Permanent changes to client address and contact information can be saved from the Invoices tab and, most importantly, new time and expense entries can be made directly from this page. You can also view an Adobe Acrobat (PDF) version of your invoice.

Sending Invoices

There are several options for sending the invoice to your client, including auto mail, email delivery, print/regular mail. After you send an invoice, you can still view it, but no further edits can be made.

Receiving Payments

Once you receive payment from a client, the remittance can be recorded on the Payments tab. You can keep an accurate and up-to-date record of payments and promptly allocate your receipts to the appropriate projects.

How do I add the client number to the invoice?

We generally recommend not showing the client id on invoices unless it has a special meaning to the client. If is required to be shown on the invoices:

  • Enter it either on the client details by going to Clients>Clients&Matters>click on Client Name>Invoice Narratives. Applying at the client level will display the client ID number on all future invoices.

Client ID#

  •  You can enter the narrative on a draft by going to Invoices>Drafts>click on draft AMOUNT> Narratives sub tab. Applying the narrative within a draft will only effect this one invoice.

Edit Draft client id#

 

 

Note** be sure to adjust the flexible template to include narratives

FBT Invoice Narrative

Enable Interest for Client

Enable Interest at Firm Level;

  • Clients
  • Settings
  • Invoice Settings
  • Enable Apply Interest?
  • Enter Interest Rate (annual basis)
  • Grace Period (time allowed in addition to payment terms)
  • Note: If clients already exists in TimeSolv, change the FIRM settings to apply interest to all future clients, then change the interest settings on each existing client

Interest at firm level

Enable Interest at Client Level:

  • Clients
  • Clients & Matters
  • Select Client
  • Invoice Settings

CLient interest

.

Draft Invoices

All the drafts invoices are listed in the Invoices>>Drafts link.

  • Click the New Draft Invoices link to create a new draft invoice

New draft invoices

 

  • Select a filter for clients and projects from the Create For drop down and select the required client/project from the list

create draft invoices for

Note: Invoices will only get generated for clients – projects having entry time/expense entries that don’t have any invoice generated against them already (unbilled entries)

  • Specify a date range to include the time/expense entries in the Date Range to and from fields
  • Specify the invoice date in the Invoice Date field. This is the date which you wish to generate your invoice on
  • Specify to include both time & expenses, time only or expense only
  • Click the Create button such that the invoice gets created and listed in the Invoice>>Drafts link
  • Enable the Printer/Email/AutoMail check boxes to specify the mode of sending invoice
  • Click the white note icon to view the summary of the invoice
  • Click the blue download icon to download the invoices in the specified format or select the invoice and click Download.
  • Select an invoice and click the Send button to send the invoice to the specified recipients. The sent invoice will appear in the Invoices>>Sent link
  • Check the invoice and click VOID to delete the draft invoice (this will only remove the draft created, it will not void out entries)

To Edit the Draft Invoice:

  • Click the Amount value of the desired invoice to edit/delete the invoice
  • In the General tab specify the required details. You may also edit the draft invoice template by clicking the Edit Template link
  • To send the invoice to more than one recipient, specify comma separated e-mail addresses in the Additional Email Addresses filed
  • Click the Save button before switching to the next tab
  • Click the Address button to edit the From Address and To Address of the invoice
  • Modify the address and click the Save button to update the address just for the current invoice
  • Click the Update From Client button to update the to address from the client
  • Click the Update From Matter button to update the to address from the matter
  • Click the Save As Client Address button to save the updated address to the client as well
  • Click the Save As Matter Address button to save the updated address to the project as well
  • Click the Narratives tab to add/edit or delete invoice narratives
  • Click the Time tab to view the time entries of the invoice.
  • Click the Add New button to add a new time entry to the invoice
  • Click the Include Missing button to include any missing time entries. This button will only be enabled if any time entries exist for the client-project that have not been added to the invoice. For example you have generated an invoice for some client – project. Later on some new time entries got added that fall in the Date Range of the Invoice. You can include them by clicking the Include Missing button
  • Click the Expense tab to view the expense entries that are included in the invoice
  • Click the Totals tab to view the totals of the invoice and modify any Adjustment or Discount (%) amount

Note: The Interest tab is only available when interest gets applied on the invoice. The Interest is applicable after the grace period has expired and only for those client-projects (used in the draft invoice) that have an unpaid sent invoice.

  • Enable the Override calculated interest check box to edit the interest
  • Click the Save button before switching to the next tab to save any modifications