How to Create Invoices

ContactsLaw simplifies invoicing by automating essential tasks, such as pre-filling invoice fields based on client data and quotes, applying rate scales, and managing tax calculations like GST. The software also offers customisable templates for professional invoices and allows users to set payment due dates, interest accrual, and cut-off dates for billable items. Advanced features like trust transfers, solution-based billing, and automated document production further enhance the efficiency of financial processes, reducing administrative burdens and improving accuracy within legal practices.

1. Getting Started

Select the Home tab on the ribbon and, under Billing, click Create Invoice

2. Enter Invoice Details

Invoice Date: Enter the date you want to appear on the printed invoice.
Due Date: Specify the date by which payment must be made. By default, this is set to 14 days after the invoice date, but you can adjust it as needed.
Interest Accrual Date: Set the date from which interest will start accruing. This can be the same as the due date or a different date if you wish to allow a grace period.

Set Billing Contact

The default billing contact (the person to whom the invoice is addressed to) is set to the client associated with the matter. The contact can be changed on the window as needed.

Billing Options

Quote: If the invoice is based on a quote, select this option to automatically pre-fill the relevant items. If not, proceed to build the invoice manually.
Rate Scale: Select the appropriate rate scale to apply, based on the rates effective as of the current date or another specified date.
Cut-Off Date: Set the cut-off date for including items in the invoice. For instance, this could be set to include charges up to the day preceding the invoice date.
GST: Determine whether GST (Goods and Services Tax) should be applied. If GST is not applicable, adjust the amounts to reflect zero.

Select an Invoice Template

Choose an appropriate template to format the invoice. If no template is available, add one later. This template will generate a printable document linked to the invoice.

3. Add Invoice Items

Products: Include products, such as groupings of time or fixed charges. Adjust the quantities and rates as necessary to ensure accurate billing.
Custom Items: Add any additional billable items with a custom description, such as photocopying charges or other miscellaneous expenses.
Discounts: Apply discounts either as a fixed amount or as a percentage of the total invoice, depending on the terms agreed upon.

4. Review and Finalise

Save the invoice as a draft if further revisions are required.
Finalise the invoice to post it to the general ledger. The invoice will become uneditable.
Finalising will also generate a document and link the invoice record to that document.

5. Print, Send, or Export Invoice

Print: Use the selected template to print the invoice document.
Send: Create a covering email with the invoice attached, addressed to the billing contact.
Export: Downloads a local copy of the invoice.

6. Trust Transfer

If applicable, proceed to the trust transfer section.
Enter the transfer date, trust balance, and the amount to be transferred. Review the balance post-transfer.
Attach any required authorisation documents. This will permanently link the document to the transfer, simplifying subsequent audits.

Additional Features

Use the Refresh button to update invoice amounts - this is useful if there are changes to time records or other details while editing a draft invoice.
Use the total button to round the invoice total to a specific amount. This automatically adjusts the individual item amounts proportionally to produce the desired total.