Invoices

Invoices, under Billing in the sidebar, lists your firm's invoices. You can create an invoice from a pre-bill worksheet (see Billables and pre-bills), straight from a case's unbilled time, or by hand, then print, email, or export it from the list or from the invoice's page.

Find an invoice

Invoices are listed 20 to a page, newest number first, and each page groups them by billing entity. Select a Billing Entity: row to collapse or expand its group.

• Type an invoice number, a billing entity name, or a case name in the search box. The list updates as you type.
• Use the two date boxes to limit the list to invoice dates from and to the days you choose.
• Choose a stage in the stage list, or All No Payments for Open, Printed, and Emailed invoices. Show All lists every stage.

Select an Invoice Number to open the invoice. Total is the invoice total, and Balance is what's left of it after the invoice's own payments and write-offs. Status shows the stage, and Final reads Yes for a final invoice.

Create an invoice from unbilled time

CaseWizard creates a pre-bill for the period and invoices it in one step, as Generate Invoice does on a pre-bill worksheet. "Invoice created." confirms it, and the new invoice appears on the list. If the case has nothing to bill in the period, the panel shows why and stays open. Case lists the 100 most recently created open cases you can see; for an older case, generate a pre-bill on Billables and invoice it from the worksheet.

Create a manual invoice

A manual invoice takes every expense on the case that isn't on an invoice yet and, on a fixed-fee case, the fixed fee amount. It has no time until you add lines with Add Time Entry. Invoice numbers are never reused, even after an invoice is deleted.

Review an invoice

An invoice's title reads Interim Invoice Number or Final Invoice Number, and its Functions menu holds its actions. The page shows:

• Client: the billing entity and its contact.
• Details: the case, with a link to it, the period, invoice date, due date, and stage. A Manual Rates invoice also says Manual rates, and a fixed-fee case shows the case's fixed fee, this invoice's share, and what's left to bill.
• Billing Notes: notes for your firm. They save when you click outside the box and are never printed or emailed.
• Professional Services: every time line with its billing status. Only Billable lines show an amount.
• Expenses, and Payments once payments are recorded.

For example, 2.00 hours of Billable time at $200.00 an hour and 1.00 hour of No Charge time add $400.00 to Services.

Fixed-fee cases

A billing entity whose Rate Type is Fixed Fee bills its Fixed Fee Amount once per case, all at once or in installments. Time on the case bills at $0.00, and each invoice carries its share of the fee as one fixed-fee line.

• Billables shows the fee left to bill, and a pre-bill worksheet shows the fee its invoice will bill.
• Invoicing a pre-bill, or creating an invoice from unbilled time, bills all of the fee left.
• A manual invoice bills the Fixed Fee Amount you enter, all of the fee left by default.
• To bill an installment, lower the Fixed Fee Amount in Edit Invoice, or enter 0 to bill none of it. The rest stays available for later invoices.

Print an invoice

Select Functions, then Print Invoice, or select the PDF button on the invoice's row. When the PDF is ready, it opens in a new tab or downloads. To print several invoices as one PDF, select their checkboxes, then Batch Print. With none selected, Batch Print prints every invoice on the page.

The PDF is titled INTERIM INVOICE or FINAL INVOICE. It lists the time (leaving out Do Not Bill time and time on hold, and showing No Charge time at $0.00), the expenses, hours by timekeeper, the totals, and the payments. A paid invoice is stamped PAID.

Email an invoice

To email several invoices, select their checkboxes, select Batch Email, and confirm with Yes, send them. Each invoice goes to its billing entity's contact email with the default subject and body, and a message reports how many were sent and how many failed, for example because a billing entity has no contact email. The number on Batch Print and Batch Email counts the invoices you've selected, on this page or others.

Export LEDES and Excel files

Select the LEDES button on the invoice's row, or Functions and Download LEDES, to download the invoice as a LEDES 1998B file named with its number, without the prefix. The file holds the invoice's billable time and billable expenses. CaseWizard first checks that:

• the case's Billing tab has a Matter Id, and its Internal Matter Id and Client Matter Id point to case detail fields that have values;
• every timekeeper with Billable time on the invoice has a user classification;
• an invoice with billable expenses has a primary user on the case.

If something is missing, a message says what to fix. Export to Excel on the list downloads a spreadsheet of all your firm's invoices, with each one's billing entity, date, number, total, stage, and whether it's final.

Edit an invoice

Select Functions, then Edit Invoice. Change the dates, Terms, Due Date, Manual Rates, Final, or, on a fixed-fee case, the Fixed Fee Amount, then select Save. The number can't be changed.

• Final marks the case's last invoice: no new time can be recorded on the case afterwards. The case stays final until none of its invoices is marked Final.
• Manual Rates bills time at the rate entered on each entry instead of the billing entity's rates, and saving recalculates each entry as hours times its rate. On a Manual Rates invoice, Add Time Entry asks for a Rate: Billable time bills hours times that rate, and Do Not Bill and No Charge time bill nothing.
• Add Time Entry adds a time line to the invoice, rated at the billing entity's rates unless the invoice uses Manual Rates. Time can't be added to a closed case.

Delete an invoice

An invoice with payments can't be deleted, so remove its payments on Payments first. Then select Delete on the invoice's row and Yes, delete it, or on the invoice select Functions, Delete Invoice, and Yes. Deleting an invoice:

• sends time that came from a pre-bill back to that pre-bill, which returns to Prebills;
• deletes time added on the invoice, such as lines added with Add Time Entry or a manual invoice's lines;
• returns its expenses to unbilled;
• removes its fixed-fee line, so that amount is left to bill again;
• clears the case's final status if this was its only final invoice.

The deleted invoice's number isn't used again.

Invoice stages

Partial Payment and Paid follow the payments, so printing or emailing an invoice in either stage doesn't change it.

Record a payment

On the invoice, select Functions, then Add Payment. Payments opens its entity payment form with the invoice's billing entity chosen and this invoice highlighted under Allocate across open invoices. Once the payment is saved, the invoice moves to Partial Payment or Paid. See Payments and statements.

Permissions

Downloading a finished PDF or LEDES file also needs Reports.View. Functions appears when your role includes at least one of its actions; other actions your role doesn't include are hidden, and Billing Notes is read-only without Billing.Update. The case lists in Create Invoice and the case link on an invoice need Cases.View. A firm administrator grants these under Administration, Roles and Permissions.

Next steps