Objectives

• Invoice you your clients
• Manage Add new Invoices
• Manage Record Payments

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Steps

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In order to invoice your clients in App4Legal, first go to the Money module from the main menu, then press on Invoices → Add New Invoice:

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The system will redirect you to the invoice Add New Invoice creation page, where you will be asked to fill some necessary fields .

You have to specify the Clients Account, to set the Date and Due Date, Purchase Order of the Invoice, the terms, and invoice reference. You can also change the status of the invoice from "open" to "draft".

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 Draft means that no impact on the Related Accounts (Expense Accounts and Client Account) shall take place after saving this Invoice. If the Invoice is created as Open, automatically the Accounts are debited and credited as per the transaction of the Invoice.Image Added

• Invoice #: It is a sequential number. It can be default to start from a certain Value. Invoice # keeps on incrementing.
• PO#: Purchase Order of the Invoice.
• Terms: Choose from set of terms defined within the system or you can add new terms for your invoice from the settings.
• Invoice Ref: This Reference appears in the Invoice Details exported Excel form.
• Bill To: This section fetches the Address of the Client (Company or Contact) into the Bill To text area. It is automatically created when adding a Client on the fly and it can be managed at the Account level or at the Invoice Add form.

You can After you set these values, you can link Corporate Matters or Litigation Cases for which you've recorded Time logs and Expenses by clicking on link new Matters.

You also have the option to manually set expenses such as Annual Legal Management fees, Consultancy fees, and so on.

• Related Matters: link matters to the invoice, choose the related expenses and time logs. 
• Items: Items are defaulted in the Money Settings with an optional default value.  It can be edited at the level of the Invoice.
• Sub items: Items are defaulted in the Money Settings to be nested under a main Item with an optional default value. 
• Description: A mandatory field that appears in the Invoice form.
• Upload Document: Any attachment related to the Invoice such as a version of the Invoice itself or similar. The Attachment can then be tracked in the Related Documents tab of the Invoice.
• Invoice Notes:  Are notes that appear at the end of the invoices. Choose a note from the list of notes defined in the system or you can customize a note from the settings.

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When you click on Link New Matters, all the related Matters will show in a new dialogue box. the system will show you all the matters associated with the client. You can check all of the related Matters or individually choose the ones that you want to invoice:

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Next, the system will direct you to the related expenses and time logs to this particular matter. Choose the Expenses and Time Logs to be invoiced, apply the required Discounts and Tax, then click "Finish",

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Your invoice is now ready:

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Click Save! Now, your invoice is saved and can be viewed from Invoices→ View All invoices.

Here you can notice that your new invoice has the status "Open" and this is when you can start recording payments.

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You can click on the Invoice ID or Name to access it. Moreover, you can export it as a Microsoft Word document and choose the predefined templates for your invoices, and you can send the invoice to the client. 

When the client makes his full or partial payment, you click on the Action wheel button next to each invoice and choose Record Payment:

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Once you click on Record Payment you will be redirected directed to the Record Payment page:

Image ModifiedSet the Payment date,

There are four mandatory fields:

1. Paid On: specify the payment date.
2. Payment method: choose the payment method, for example: Cash, Bank Transfer, Credit Card...
3. Deposit To: choose the client's account to be used in this payment.
4. Amount: specify the amount of this payment.

which the payment will be deposited, and the amount. The other fields are optional. Once you Click click Save, your Payment payment will be recorded.

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