This articles describes the Invoice tab in Filevine’s Billing Setup section. In this tab, the user can upload a custom template for invoices, choose payment settings, define default terms, and more. The Invoice tab contains three sections: Invoice Templates, Payment Settings, and Invoice Generation Settings.

• Invoice Template
• Payment Settings
• Invoice Generation Settings 

Invoice Template

The “Invoice with Fusion” section of the Invoices tab is used to upload a custom template for your invoices through the power of Filevine Fusion and Word templates, meaning that the template is a fusion of data from different reports. This invoice template will be used across the Org for all projects.

To create the templated invoice for your Org, with replacement codes that act as placeholders for information in each project, follow the steps below:

1. Click Advanced > Billing Setup > Invoices. Click the hamburger menu in the top left corner and select “Advanced” from the dropdown menu. Choose “Billing Setup” from the lefthand side menu, and then click the “Invoices” tab. 
2. Download the template. In the Invoices tab of the Billing Setup section, under the “Invoice with Fusion” header, you will see an option to download the default template. Click this link, and open the downloaded Word document. Alternatively, you can begin with your own custom template using Fusion with Word templates.
   
   
3. Edit the template. This Word template is a Fusion and uses MERGEFIELD codes. For more information on how to edit the template while ensuring proper formatting of the fused reports, read the Help Center articles on Word templates, and MERGEFIELD formatting. A list of available MERGEFIELDS for invoices can be found underneath step two of Invoice with Fusion. 
   
   When editing, pay special attention to the MERGEFIELD start and end codes; these codes indicate the beginning and end of information from a single report and need to be contained and nested in specific ways. More information is available in the Word template article.
4. Save. When you have made any necessary changes to your template, save the document.
5. Upload the edited template. Click the “Upload Template” button under step three of “Invoice with Fusion” in the Billing Setup Invoices tab. Choose the saved template and upload. 
6. View changes. When the new template is successfully uploaded, it will appear under step one of “Invoice with Fusion” as the “Current Invoice Template.” Click the red trash can next to the template to delete it, or click the button under step three to replace the template.
   
   

Payment Settings

Under "Invoice Template," you will see the header “Payment Settings.” Payments can be either automatically or manually applied.

If the automatic payments setting is being used, payments on a project level will be automatically applied to the finalized invoice with the oldest outstanding balance, either zeroing out the balance or lowering the total due. When the manual payment setting is toggled on, payments can be manually applied to specific invoices.

Turning Automatic Payments Off and On

To toggle between manual and automatic payment settings, follow the steps below:

1. Click Advanced > Billing Setup > Invoices. Navigate to the correct tab by clicking on the hamburger menu in the top left corner and selecting “Advanced” from the dropdown menu. Choose “Billing Setup” from the lefthand side menu and then click on the “Invoices” tab.
2. Toggle off or on. Under the “Payment Settings” header, find the toggle next to “Manually Apply Payments.” If the toggle is swiped to the right, manual payment settings are on. If the toggle is swiped to the left, manual payments are off and automatic payments are being used. Click on the toggle to slide it from either the left or the right, depending on whether you want automatic or manual payments.
   
   
   
   
3. If switching to automatic payments, confirm. When you toggle manual payments off, a confirmation screen will appear asking if you are sure you wish to switch to automatic payments. Once you’ve selected this option, any newly created payments will be applied automatically going forward. If this is your intention, hit “Continue” to confirm.

Terms

Under the “Payment Settings” header in the Invoices tab of Billing Setup, you will see the header “Terms.” Terms refer to the length of time until payment on the invoice is due, and begin upon the creation of the invoice. This due date can be adjusted before the finalization of the invoice.

By default, the term code “Net 30,” making invoices due in 30 days, is included. Terms for a project as well as the Org’s default terms can be changed at any time. To add additional terms, follow the steps below: 

1. Click Advanced > Billing Setup > Invoices. Navigate to the correct tab by clicking on the hamburger menu in the top left corner and selecting “Advanced” from the dropdown menu. Choose “Billing Setup” from the lefthand side menu and then click on the “Invoices” tab.
2. Click the plus. Under “Payment Settings,” locate the header “Terms.” Click the plus button next to this header.
3. Add Invoice terms. In the “Add Invoice Terms” window, fill out the name of the new terms code, and choose the number of days that this term should use. If you would like this term to be the default for the Org, check the “Set as Org Default” box.
   
   
4. Create. Click “Create” in the bottom right. Terms will be listed in the terms table in ascending order.
   
   

Invoice Generation Settings

Under payments settings, you will see the header “Invoice Generation Settings.” 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.