Creating an Invoice or Bill

Billing entries are created with the intention of generating invoices. 

To create an invoice or bill:

1. In Legal Accounting, go to Billing > Request Invoice.
2. Set the Invoice Date to show in the invoice. It defaults to today's date, but you can change it.
3. Choose the Entries Up To date to limit which billing entries are to be included in the invoice. This date must be on or before the Invoice Date.
4. Choose the Receipts and Trust Up To date to limit which payments are included on the invoice. This date must be on or before the Invoice Date.
5. In the Files to Scan for Billing section, specify which file or files you want to bill. To bill by:
   • File: Enter a file number or name. 
   • Contact: Enter the name of the client you want to bill.  
   • Area of Practice: Enter the specific area of practice assigned on files that you want to bill.
   • Department: Enter the specific department assigned on files that you want to bill.
   • Responsible: Enter the name of the responsible lawyer.
   • Advanced (Optional) Bill Frequency: Used to further filter which files you wish to bill, defaults to Automatic but can be changed to another billing criteria based on what's set into a File Group (Please consult with your Admin)
     
     TIPS: 
     - Click the information icon ⓘ next to the File field to preview the file. 
     - As you type in the following fields, the list of options is displayed, showing only those items that match your search terms. Once you identify your item, select it. 
6. In the Options section, you may set the following options (these are optional):
   • Include held charges: Include charges that were previously on hold.
   • Only include files with trust balance: Only bill files that have trust funds.
   • Force Billing Display: Use a specific invoice template for all files in this run.
   • Force Case File Group: Use a specific file group for all files in this run.
7. Set Action to Send to Review to review the charges before finalizing the invoice.
   NOTE:  If billing a particular file, you can set Action to Finalize and skip the review stage to post and finalize the invoice.
8. Click Process. The file(s) you requested invoices for are moved to the Review Charges tab.
9. On the Review Charges tab, you can:
   
   • View and change the date of the invoice by changing the date under Date.
   • Adjust amounts in the Fees or Disb columns.
   • View taxes applied under Other.
   • View total invoice amount under Total Inv.
   • Pay new charges (excluding balance forward) at the time of billing using client's trust fund under Trust Applied. 
   • Click the PDF icon to get a draft or prebill.
   • Click the pen icon to edit or select charges.
   • Click the bubble icon to add billing notes.
     
     NOTES:
     - You can add/hide columns by clicking the more icon [☰] to the right and selecting/clearing columns.
     - The Trust Available column shows only the trust amount that you can transfer at that time of billing. Since it only pays new charges, it may not mean it's the full trust balance of the file.
10. After review, select the checkboxes next to the drafts or prebills you want to finalize then set Action to Finalize and click Process. A PDF will be downloaded and you have successfully created a bill that can be viewed under Client Ledger and various reports in the system. 
    
    NOTE:  If enabled, Send to Release will be an option so that the invoice will go to an approver before it can be finalized. This is mostly done for non-admin/billing staff.