This articles describes the Invoice tab in Filevine’s Billing Setup Advanced tool. In this tab, the user can upload a custom template for invoices, define default terms, and more. The Invoice tab contains the following sections:
Invoice Template
The “Invoice Template” section of the Invoices tab is used to upload custom templates for your invoices through Filevine Fusion and Word templates. These invoice templates can be assigned at the project level.
The “Filevine Base Template” is used as the first template and selected as the Org’s default template.
Add an Invoice Template
To add a new invoice template, click + New Template. In the flyout, enter the template’s name and, if desired, a description for when it might be used.
You can download the base template as a starting point and make edits, or create your own template from scratch. To learn more about creating your template, read the Invoice Template Setup article.
Upload the new template by dragging and dropping the file or clicking Upload a file and selecting the file.
Click Save. The new invoice template appears in the templates list.
Edit or Delete Invoice Templates
Invoice templates can be edited at any time. If a template has been edited, any projects using that template will automatically use the updated invoice template going forward.
To edit an invoice template, click on the template in the list. You can change the name and description, download the template, or upload a new document.
Invoice templates can be deleted, unless they are being used as the template for an active (non-archived) project. To delete a template, click on the template in the list. In the flyout, scroll down and click Delete Template.
If the template is being used for an active project, you will receive a message that it cannot be deleted. In this case, to delete the invoice, you can run a project list report to determine where the template is being used, and manually change the template for those projects.
The Org’s default template cannot be deleted.
Templates at Org and Project Level
Your Org’s default template is used as the invoice template for any new projects, along with all projects that do not have an invoice template selected. The Filevine Base Template is set as the Org default initially.
To change the default template, click into the dropdown field and select the desired default.
To assign an invoice template to a specific project, go to the project’s Billing section > Settings tab.
Projects use their selected invoice templates for all invoices, regardless of where the invoice is generated. If you generate invoices in bulk in the Billing Advanced tool, for example, each invoice is generated using the template selected for its project.
If a project’s selected invoice template is updated, or the template is changed, only invoices generated going forward are affected.
LEDES Settings
In the LEDES section, you can enter the law firm ID you are using to generate LEDES-compatible bills. Learn more about creating LEDES 1998B bills.
This ID must uniquely identify your law firm. Your law firm's Federal Taxpayer ID must be used if operating in the US.
Invoice Generation Settings
The next section in the Invoices tab is the “Invoice Generation Settings” section. This setting allows you to save all invoice PDFs to a single selected project, rather than in the Docs sections of their respective projects. This option is useful for managing rate-viewing access, for security, or for ease of access.
To save invoices to a single project, toggle save all invoiced PDFs to a single selected project. Search for and select the project you’ve created to house the PDFs, or create a new project.
Settings for emailing invoices can be set up in the penultimate “Email” section. Users can send invoices via email directly from Filevine. Invoices are attached to the email as a PDF and are sent to the project contact’s primary email address. Learn more about emailing invoices.
Before users can send invoices in emails, the Org must have a reply-to email address. Replies to the invoice email will be directed to this email address.
In this section, enter the reply-to email. Click Save.
Invoice Approval
Under Invoice Approval, you can assign an approver role for your Org as part of a pre-billing workflow. Learn more about the pre-bill workflow.
Select the role you would like to act as the approver across the Org from the dropdown, and click save. The user assigned to the “first” position of the role will be listed as the “Approver” in the “Invoices” tab of the Billing Advanced tool table.
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