This article discusses the purpose and use of the fields in the invoice as well as how to create and edit individual invoices.
Invoices can be managed at the Org level in the Billing Advanced tool. They can be managed at the project in the project's Billing section. For information on finalizing, sending, and voiding invoices, consult the Finalize Invoices article.
Create Invoice
Note
If you are bulk invoicing in the Billing Advanced tool, follow the steps in the flyout or learn more about bulk invoicing.
Individual invoices can be created from three places in Filevine:
-
Billing Advanced tool > Unbilled tab: users with access to the tool can select the desired project in the list to create an invoice.
-
Billing Advanced tool > Invoices tab: users with access to the tool can click the Create Invoice button and select the desired project.
-
Project Billing section > Summary tab: users with rate-viewing permissions can click the green plus next to the Invoices header.
When creating an invoice using one of the options above, the New Invoice drawer opens. Follow the steps below to create an invoice in the drawer.
Enter Dates, Terms, and Description
In the invoice drawer, the invoice date, due date, number, date range, terms, and description appear along the top. Continue reading to learn about each field.
The Invoice Date is the date of creation for this invoice and fills in automatically with today’s date. To edit the invoice date, select the field, and then either select a new date from the dropdown calendar or erase the current date and enter the desired one.
The Due Date is auto-populated based on the creation date and terms, but can be edited in the same way as the invoice date field.
To add a Date Range to the invoice, select the desired start and end date. Alternatively, you can click the calendar icon to select a preset range. To clear out the selected dates, click the reset icon.
Tip
The date range can help provide context to the client, but it also functions as a filter for line items. We’ll cover line items in the next step.
The Terms field is auto-populated with the terms chosen for the project in the Settings tab. To edit the terms, expand the dropdown and select the desired terms.
Enter a Description for the invoice if desired. This description is included in LEDES files and can be included in invoice templates.
Add Line Items
Below the dates, terms, and description, you can begin adding billing items to the invoice as line items. This section groups items together by type. Invoiced items, and items in draft status, are excluded.
To narrow down the list, you can filter by the item type or search for the desired item(s).
Select an item’s checkbox to add it to the invoice. To add all time entries, expenses, or flat fee items, select the checkbox at the top of the respective group.
To edit a billing item’s details, select the item’s row. You can also create new items by clicking the Add [Item] button above each group.
View Totals
When you’ve finished adding line items, review the invoice totals section in the upper right corner of the drawer. This section displays the total for each billing item type (time, expenses, flat fees), subtotal, and overall total.
You can also apply a discount in this section, if desired.
Apply Discounts
In the invoice totals section of the drawer, you can apply an invoice-level discount. Find the Discount row, and expand the dropdown menu to choose the discount type:
- Percentage: to discount a percentage of the invoice subtotal, select the % symbol.
- Dollar Amount: to discount a specific dollar amount from the invoice subtotal, select the $ symbol.
After selecting the discount type, enter the desired discount percentage or dollar amount. The Total displayed in the next row will update to reflect the discount you entered.
When the required fields have been filled, click Create in the top right corner to create the invoice.
Edit Invoice
Once the invoice has been created, it will appear in the project’s Billing section under the Summary tab, as well as in the Invoices tab of the Billing Advanced tool. The invoice will be in Editing status. Invoice statuses are:
- Editing
- Pending Approval
- Approved
- Final
- Void
- Paid
- Partially Paid
Invoices can be edited at any point, until the invoice is approved or finalized. Invoices in the Approved or Finalized status can no longer be edited. However, an approved invoice can be reverted to Editing status by the user with “Approver” permissions. To learn more about invoice approval, read the Pre-Bill Workflow article.
To edit an invoice, either go to the Summary tab of the project’s Billing section, or go to the Invoices tab of the Billing Advanced tool. Find and select the desired invoice to open the invoice drawer.
Heads Up!
When editing an invoice, remember to save your changes. If you do not click the Save button, your changes will not be saved.
In the invoice drawer, the invoice number, status, and project are displayed in the top left corner. The invoice date, due date, number, date range, terms, and description can all be edited within the first section of the drawer.
In the invoice totals section on the right, you can add or update the discount if desired.
The invoice number is generated based on the highest invoice number across the Org. If your highest invoice number is 237, for example, the new invoice number will automatically generate as 238. If you add a custom invoice number—for example, if you want to begin invoice numbers at 10001—then all sequential invoices will increment based on that custom number.
If you choose to edit the invoice number, the new number must be higher than the number automatically generated by Filevine upon creation. That way, each invoice number will remain unique across the Org.
In the section for billing items, items with a checkmark on the far left are included in the invoice. You can search, add, and edit these items, or apply a credit if desired. When the invoice is ready to finalize and send, read the Finalize Invoices article.
Delete Invoice
When you delete an invoice, it is permanently removed from the project Billing section and from the Billing Advanced tool. All billing items in that invoice will be made available to be invoiced again.
Invoices in the Finalized status can no longer be deleted. Instead, you can void a finalized invoice if desired. To learn more, read the voiding section in the Finalize Invoices article.
To delete an invoice that has not yet been finalized, either go to the Summary tab of the project’s Billing section, or go to the Invoices tab of the Billing Advanced tool. Find and select the desired invoice to open the invoice drawer.
In the menu along the top, click Delete. In the modal that appears, click Delete again to confirm.
Heads Up!
Deleting an invoice cannot be undone, so use caution when deleting.
Comments
0 comments
Article is closed for comments.