If your company is using QuickBooks Online for accounting,
you can create and manage invoices from Matter365. To open invoicing page,
select Accounting in the main menu
on left hand side, and then click on go
to Invoices link.
Matter365 accounting page
All of the invoices on this page are sorted by their transaction date (creation date), but they can be sorted by any other column. You can also filter them by a specific client, matter, their payment status (open, paid, overdue), delivery status (draft, sync, sent) or with a start date / end date filter.
Matter365 invoicing page
Delivery statuses explanation:
Draft – this invoice exists only in Matter365, it’s probably
going to be modified a bit more before sending out to the client.
Sync – this invoice exists both on QuickBooks and in
Matter365. It’s not yet sent to the client, and it can be modified if
Sent – this invoice exists both on QuickBooks and in
Matter365. It’s delivered to a client, so it can’t be further modified.
Creating and editing invoices
To create a new invoice, use Create Invoice button that can be found on invoicing page, time
tracking page or expenses page.
Create Invoice button on invoicing page
Same as it is on QuickBooks, invoice creation page slightly differs for US and CA users. US users can choose if each of their invoice lines is taxable or not, and they apply a single tax rate to those that are taxable. On the other hand, Canada users can apply different tax rates to different invoice lines on the same invoice.
Invoice creation page - US version Invoice creation page - CA version
In both versions, filling in invoice info starts with selecting a Matter. On Matter selection, all client information that you already have in Matter365 will be filled in automatically (Client’s name, email, address details).
Choosing a Matter will populate client info
You can choose invoice date and due date manually, or apply any of the existing payment terms you have created on QuickBooks (e.g. Net 30, Net 60…). You can also use button Add new term to create a new rule that will be saved for you to reuse it in future occasions, and available on QuickBooks as well.
Applying payment terms
add invoice lines, use Add activity button.
A dialog box will show, and all unbilled activities for that matter (time
trackings and expenses) will be shown in a dropdown menu. To add them all in
one step, just click on Add all button.
Otherwise, select one activity from a dropdown and click Confirm.
you still haven’t created an activity you want to bill for on this invoice, use Create activity button and create a
new time tracking or an expense related to this matter you are creating an
Adding activities to an invoice For Canada companies, you will have to select a sales tax
for every invoice line.
Both US and CA companies can apply a discount to their
invoices, either in specific amount or specific percentage.
Expenses you add to an invoice might contain attachments on
them. You can choose if you want to attach those files to an invoice you will
sync with QuickBooks. If there were more attachments for the same expense line,
you can click on an arrow to expand the list of them, and select all of those
you want attached.
When you’re adding a new expense to Matter365, there are amount field and tax field to be filled in. When an expense is added to an invoice,
those two amounts are summed up and displayed as amount of that invoice line.
Have this in mind while taxating invoice lines that contain expenses.
Adding attachments, sales tax and discount
After all invoice items you need are added, taxes and discounts selected, you can choose to add an invoice message or statement message.
Insert Trust Account info is a button that will generate a helpful message on the invoice, stating previous Trust Account balance, amount to be used, and balance left after this invoice is paid from Trust.
In cases when a Matter you selected doesn't have a Trust Account created, this button will be disabled.
To save invoice only in Matter365, with plans of editing it further, click Save draft. To save invoice in Matter365 and also sync it to QuickBooks, click Sync to QuickBooks.
While syncing the invoice, if a client from that invoice isn’t already created on Quickbooks, Matter365 will create him for you.
Finishing invoice creation
All invoices that are in Draft delivery status can be synced
to QuickBooks on a click of an arrow button on the right side of the invoice row in invoices table.
All invoices that are Synced, can be sent to client’s email
address on a click of an envelope button on the right side of the invoice row in invoices table.
All invoices in Draft or Sync status can be
edited (pencil button)or deleted (trash can button).
Invoice delivery statuses and actions
To record a payment made on any of the invoices present in the list, simply select the invoice(s) you want to mark as paid and click on Record payment button.
Recording payment of the invoices
A dialog will show, and in it you can choose Payment Method (Cash, Cheque, Credit Card or Direct Debit) and a Payment Option (Regular payment or Applying Trust funds).
in cases when invoice is created for a Matter with no Trust account associated, payment option dropdown will be disabled, and the only option available will be Regular payment.
in this dialog, you can also choose to change payment date. When you're done with editing payment details, click Confirm.
Recording payment details
To export, select invoices and click Export.
Exporting invoices to Excel file
This action will generate and download an Excel file with the selected invoices as rows and the same columns as displayed on Matter365 invoicing page.