Invoicing
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      2. Invoicing

      Managing Sent Invoices

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

      Sent Invoices

      Sent invoices are listed under Invoices>Sent.

      Charge - If you have payment information stored in TimeSolv, then simply select the invoices you want to pay, and click the green Charge icon at the top part of your screen.

      Download - there are a number of ways to download your copy of the Invoice:

      • 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 the Download button at the top right of the screen.
      • Export to Excel for a hard copy of the invoice. This will download your sent invoices to an Excel spreadsheet.
      Sent Invoices


      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 recommended that you print 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. 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 also have invoices issued in October and November. You will have to unallocate payments and void the October and November invoices before you can start working on voiding September’s invoice.

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      Currency Icon

      The Sent Invoices screen allows you to make payments from available funds. Clicking on the Currency Icon at the end of the entry lets you select from the option to Use Existing Credits or Pay and Allocate.

      PayAllocate-Use Existing Credits

      - Use Existing Credits - opens a dialog with the Invoice Summary at the top of the screen while Payments, Credit Memos, and Write-offs for all the Matters with non-zero balances are displayed below.

      For Consolidated Invoices, a dropdown appears to select a Matter against which the payment will be allocated.

      PayAllocate-Use Existing Credits2

       

      - Pay and Allocate - opens a dialog with all the invoice details like the Date, Matter, Payment/Allocation Amount, Payment Method, etc., pre-filled, allowing users to Pay and Allocate directly from the Sent Invoices screen. 

      PayAllocate-from-SentInvoices2

      This feature is similar to the Payments>Payments & Credits screen, except it allows users to quickly process many invoices one after the other instead of switching back and forth between the Payments screen and the Sent Invoices screen.

      Click here on Managing Payments to learn more.


      The bottom part of the dialog displays a table with the following details:

      - Matter Name
      - Invoice Amount
      - Balance 
      - Allocation Date, and 
      - Allocation Amount 

      If it is a consolidated invoice, the table will list all the matters included in the Invoice.

      Clicking on the Pay and Allocate button processes the invoice, and a message is displayed at the top of the screen to inform the user about the success of the operation.

      PayAllocate-from-SentInvoices1

      Amount -  view the details of a sent invoice.

      Edit Sent Invoice Narrative - click on the dollar amount against the invoice, and click on the Narratives tab. You can edit the narrative so that if you need to re-send the invoice, the narrative is updated accordingly for your clients. 

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      Statements

      Note: Statements and invoices are different. Statements are a list of invoices. Statements are sent out to let clients know where they stand and remind them 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 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 – excludes clients that have received invoices since the specified date.

      Preview, Download, and Send

      • Click on the preview icon to quickly view a statement prior to downloading or sending it.
      • Click on the download icon on the far right of the row for the appropriate statement.
      • 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 the Printer/Email/AutoMail checkboxes, and click the Send button.

      Screenshot 2021-09-25 at 23.10.35

       

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      Write Off a Sent Invoice (Partial or Full)


      Click on Invoices>Sent Invoices>(select Invoice to write-off)>Currency Icon. The Pay and Allocate dialog will open.
      Date - specify write-off date.
      Client-Matter - this field will be pre-filled with Client-Matter the write-off is for.
      Credit Type - select 'Write-off'
      Payment Method - typically 'Internal'
      Reference - this field will be pre-filled with the paid sent invoice number.
      Amount - this field will be pre-filled with the amount to write off.
      Note - add notes for internal reference.

      PayAllocate-from-SentInvoices-Write-off

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

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      Running Payments in Batch for Sent Invoices

      TimeSolv allows users to run payments on invoices in a batch. This means getting paid for dozens or even hundreds of invoices with one click, revolutionizing your revenue stream.
      The first step in this process is to make sure you have a payment processing account with either LexCharge, LawPay, or TimeSolvPay.
      The next step we recommend is as part of your Client intake that you collect the preferred payment method for your Client, either a credit card or ACH/eCheck. 
      TimeSolv also recommends establishing payment expectations with Clients. For example, as part of your agreement with a Client, designate that invoices will be paid 5 or 10 days after invoices are sent unless the Client raises questions. Check with your Bar association for further guidance on this subject.
      Once you have payment information stored in TimeSolv, from your Invoices>Sent screen you can select More Options at the top of the screen and select Payment Method on File to find only invoices for Clients who have stored payment information.
      Then, simply select the invoices you want to pay, and click the green Charge icon in the top part of your screen.

      You’ve now been paid. If an invoice is not paid, a yellow warning triangle will appear that when hovered over will tell you the issue, like an expired credit card, for example.
      TimeSolv calls this method ZERO AR because you can have no money in your Accounts Receivable column.

       

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      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 the 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 the 'Payments' screen:

      Download - download the invoice by clicking on the download icon:

      View payment details by clicking on the document icon:

       

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      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 the 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.