Client invoice actions

Depending on the status of your invoice, there are numerous actions you can take via the invoices ‘Actions’ menu.

Draft Invoices

• Approve: Choose Invoice Date and Xero Branding Theme, then select Approve. Leave the date as today or choose an earlier date, up to the same day last month. A branding theme is required. See choosing an invoice date for the effect on Xero and reports

You need the Can approve invoices permission. Approval notifies the Fee Earner and Assistant; you can turn off these emails in Notification Settings.

• Edit: Allows you to edit the details of the invoice
• Void: Allows you to void the invoice

Approved Invoices

• Payments and Refunds: Records a transaction against the invoice and updates the ledger & Xero accordingly.
  1. New payment: to record a payment from the office account.
  2. Pay from client account: to record a payment from the client account.
  3. Credit note: to apply a full or partial credit note against a receivable(s) on the invoice.
     1. Select the line item you’d like to apply a credit to
     2. Choose the account you’d like the credit note recorded against
     3. Input the amount of the credit

Tip

If you have electronic payments set up within Xero, InTouch can automatically check Xero for these invoice payments.

Note

Once a payment has been recorded, view the transaction history and corresponding Xero entry via the Actions menu > Payments & Refunds.

• View Xero PDF: To view a PDF copy of the invoice.
• View on Xero: To be directed to the invoice within Xero.
• Create New Custom Invoice: To fill in your own invoice document template with the invoice’s details.
• Void: Allows you to void the invoice.
  1. You cannot void an invoice if payments or credit notes have been recorded against it. You must remove these first.
  2. The corresponding receivables must then be void separately.

Tip

When voiding an invoice, you can choose whether to revert the receivables back to outstanding.

Removing Payments & Credit Notes

1. Navigate to the ‘Actions’ menu next to the invoice
2. Select Payments & Refunds
3. Navigate to the ‘Actions’ menu next to the relevant transaction
4. Delete

Note

To delete a credit note, the corresponding credit needs removing on Xero first.

Note

If the payment for the invoice has been reconciled on Xero, you will need to rectify this first.