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Support - Invoices

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Overview #

Invoices are where the rubber hits the road when it comes to getting paid. Each invoice belongs to a case, and a case can have many invoices, or just one. Understanding invoicing is critical for getting the most out of CaseFleet's practice management functionality.
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Creating an Invoice #

CaseFleet gives you granular control when you are creating an invoice: you can choose from several default date ranges for choosing time entries and expenses, and you can even choose which types of records will be included.

You can create an invoice from the "Invoices" tab on a case or directly from the invoices page. If you create an invoice from a case, the invoice's case will already be set. Otherwise, you will first choose the case from the dropdown menu. Once you've chosen a case, you can set the options for the new invoice: the date range and the types of records to choose. We've provided four convention options for you when choosing the date range:

  • This Month
  • Last Month
  • All Time 
  • Custom

Below the date range options, you will see checkboxes for including time entries and expenses (both are checked by default). Whenever you change any of these options, you'll get a preview of the dollar amount of the invoice before you create it! Here's how it looks:

Once you have selected your date range and determined whether to include time entries and expenses, click "Save" to generate your invoice. 

 

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Getting Acquainted with the Invoice Page #

When you create an invoice, CaseFleet takes you to its Invoices "home page." From here, you can do everything you need to do with a particular invoice, such as editing it, downloading/exporting, marking payment, and closing the invoice.

The main tab, called the "Overview" page, shows you an example of what your invoice will look like. This is also where you can:

  • Edit time and expense entries
  • Add or remove time and expense entries 
  • Add a memo
  • Make an adjustment
  • Download and print your invoice
  • Mark your invoice as sent
  • Mark payment received or invoice closed 

 

Editing from the overview page also gives you the option to delete the invoice, but don't do this unless you're really sure because it's not reversible!

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Editing an Invoice #

After creating an invoice, you may want to make various changes before sending it to your client. For example, you might want to apply an adjustment, update time entry descriptions, add or remove time entries, or edit expenses. All of these tasks can be done easily and from within the invoice overview page.

Editing a Time Entry or Expenses

If you want to edit a time entry or expense that's already on an invoice, simply click on the pencil icon on the row for that time entry or expense. Please note that any changes will be applied to the original time entry or expense. If you make an edit that affects the total dollar amount of the invoice, it will be updated automatically.

Adding or Removing Time Entries and Expenses

Sometimes you will find that a time entry or expense was included on an invoice when it shouldn't have been. Or you may need to add a time entry onto an invoice after you created the invoice. CaseFleet makes this easy. Click the Add / Remove text above the Time Entries or Expenses tables for the invoice, and you will see a red "-" minus sign next to each item on the invoice. Clicking the minus sign removes the row from the invoice and moves it to a section for unassigned time entries/expenses. Alternatively, if you want to add a time entry to an invoice, simply click the Add / Remove text, find the time entry or expense you wish to add from the unassigned section and click the green "+" button. 

The invoice totals will be automatically updated after you add or remove time entries or expenses.  

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Printing & Exporting Invoices #

CaseFleet provides three formats for exporting invoices: CSV, PDF, and Word. All of these formats are useful for different purposes. If you want to send the raw data to your accounting, CSV is the best choice. If you want to have a document you can immediately send to your client, export to PDF. If you want to modify the look and feel of the invoice, export it to Word. The default Word formatting looks just like the PDF format, though, so there's no need to change the style if you like it as it is.

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Receiving Payments from Cash #

In this section, we'll cover what happens when you accept payment from a source other than your trust account. (We cover receiving payment from trust below.) 

To accept payment, click on the "Receive Payments" button at the top of the overview page and enter the amount of the payment received. (Please note that you need to mark the invoice as sent before the "Receive Payments" button becomes visible.)

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Invoice Statuses & Locked Records #

An invoice can have three different statuses: Draft or Review, Pending Payment, and Paid. These statuses help when you need to filter invoices, and they show you which invoices need action and what kind of action.

When you initially create an invoice, it will be set to Draft/Review. This means that you are still editing it and haven't yet sent it to be paid. When an invoice is set to Draft/Review, it can be edited freely.

Once an invoice has been sent it cannot be edited unless it is reopened. If you visit the Time Entries or Expenses tabs on the invoice, you'll see that those records can't be edited.

If you find that you need to edit such a record, simply reopen the invoice from the overview page for the invoice.

You'll see the power of invoice statuses when you view the invoices list. You can filter to show only Sent invoices, and you'll see that late invoices are highlighted in light red. The invoice itself will also show the label "Late" in red. 

When you do receive payment on an invoice, click "Receive Payment" and enter the amount received. If you receive payment in full, it will be marked as "Paid" instead of "Review" or "Pending Payment."

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Invoices & Trust Accounting #

Many lawyers like to hold client funds in trust for the purpose of paying invoices when they come due. In order to pay an invoice from trust in CaseFleet, you will need to ensure that the underlying case is set up for trust accounting. Please see our trust accounting support page for info on this.

If you've set up trust accounting in the case, then you will be able to accept payment from trust by default when you create a payment on an invoice.

Additional Resources

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Invoicing for Flat Fee and Contingency Cases #

Creating an invoice for a case with a flat fee or contingency fee is easy and can be accomplished by creating an invoice with a single time entry. 

When you are ready to create your invoice, the first thing you will want to do is click on "Time", which is located in the case navigation bar. Next, click the "Create a Time Entry" button in the upper right. A form labeled Create Time Entry will appear. Set your hours as 1.0 and your rate as the amount to be charged on the invoice. Choose a billing category or include a memo if appropriate. Then click "Save". 

Once you have created your time entry, you may create the Invoice by following the steps in Overview.