Raising a client invoice

Invoices are sales invoices – monies owed to you. Commonly known as accounts receivable or customer invoice.

You can raise an invoice for any outstanding receivables you have on a matter.

There are 2 ways of doing this:

1. Through your invoice tab
2. Through your receivable tab

Caution

You must first have receivables on a matter to then raise an invoice for them.

1. Invoice Tab

1. Open the matter you would like to raise an invoice on
2. Within the Client invoices tab, click ’+ Invoice’
3. Select the invoice contact from the matter
4. Select the receivable(s) you would like to add to this invoice
5. ‘Add to Invoice’
6. Connect your client to Xero
7. Complete any missing Invoice Settings fields
   1. Date due (Automatically set your default invoice due date here)
   2. Reference (If left blank the default reference is the matter reference follow by I and the invoice number)
   3. Xero Branding Theme: Select the invoice layout from Xero. A theme is required to approve the invoice
   4. Invoice Date: Leave it as today or choose an earlier date, up to the same day last month. Future dates are not accepted. Changing this does not change Date due
8. Re-order, remove or add any new receivables to the invoice

   Tip

   By default, receivables are ordered oldest first.

9. Select Save Draft to keep the invoice for later, or Save & Approve to approve it with the chosen invoice date. Save Draft does not keep the invoice date; choose it again when approving
   1. A draft invoice does not sync to Xero or the InTouch ledgers and can be edited / approved at any time
      1. To approve a draft later, select Actions > Approve, choose Invoice Date and Xero Branding Theme, then select Approve. You need the Can approve invoices permission
      2. Approval notifies the Fee Earner and Assistant. You can turn off these emails in Notification Settings
   2. An approved invoice syncs to Xero and the InTouch ledgers and can no longer be edited
      1. Once approved, the invoice is attached to the matter, enabling you to email or share it with your Client via their portal
      2. The invoice will show as Outstanding and any fees from the invoice are added to the office ledger
      3. Supplier disbursements are not automatically added to the ledger, they are added once recorded as paid

Choosing an invoice date

The date you choose is used for the invoice, its Approved date, the office ledger fee entry and Xero. The Invoices report’s Approved Between filter and the Time Invoiced report use this date, so a back-dated invoice falls in the earlier reporting period.

You cannot edit an invoice after approval. Check both Invoice Date and Date due before approving. Xero may refuse a date in a locked period.

2. Receivable Tab

1. Open the matter you would like to raise an invoice on
2. Under the receivable tab, select the ‘Invoice State’ dropdown menu
3. Select Raise Invoice
4. Follow steps 3–9 in the Invoice tab section above

Caution

Selecting ‘Mark as Invoiced’ will manually mark the invoice as paid but will not raise a client invoice.