Before creating an invoice, you will find it helpful to read about Managing Billable Items and Adjusting a Party's Billing Account.
Invoices in ADR Notable are created when you are in a Case, from either the Billables Table or the Invoices Table.
Create an Invoice from the Billables Table
The process is simple and intuitive and an invoice can be generated in minutes:
Do you want to apply a retainer balance or make other changes? No problem! We will review the process step-by-step to cover all the flexible options to customize your invoice:
1. In a Case, select Case Billing, then Billables to call up the Billables Table. Next, select the billables to include in the invoice by checking the boxes. Then select Create Invoice in the lower right corner.
2. You will now see the Invoicing screen. Ensure that all the fields in the Case and Payment Details section have been filled in.
- The Case Contact is the main point of contact for any questions the parties may have pertaining to the invoice.
- The Payment Terms will default to the terms you selected in Billing Settings, but you’re free to make any additional changes here.
3. Check to see if any billables are incomplete. You will not be able to generate an invoice until all billables are complete or you remove the incomplete billable using the Add/Drop Billables feature.
- Incomplete billables are marked by a yellow exclamation point in the first column of the Billables section.
- A billable is incomplete if one or more items have not been selected; for example, a billing rate or the billable parties. To see what information is missing, hover over the yellow exclamation point.
- Click on any billable you would like to update. Edit as needed and select Save.
- You can also elaborate on the description of the billable. The description of the Billable will be included on the Invoice and visible to the parties.
4. If you're ready to send the invoice, select Review. If you forgot to complete any case or payment details or to update any billables, a reminder message will pop up. Select Save as Draft if you want to come back to this later. You can always find your Draft invoices by selecting Case Billing > Invoices from the Menu when you are in the Case.
5. When you click on the Review button, you will see details about the case and your firm at the top of the screen. You have another chance to edit Firm Details by selecting the Edit (pencil) icon; any missing information will be marked in red.
In the Invoices Section, each Party has a tab with their respective invoice data:
If there are Billing Details missing, select the Edit (pencil) icon to complete.
In the list of billables, split billables are indicated by an asterisk (*) next to the Type.
You can also include a Memo to the party or apply a Discount (percentage).
Above the Invoice total, you can click the appropriate "plus sign" to apply an advanced fee, a credit, or include unpaid balances on this Invoice. Please note:
Carrying over an outstanding invoice balance to this invoice means the party can only pay off that old invoice by making payments towards this new invoice.
- Applying a credit is not the same as applying a discount. A discount percentage can be applied in this same section, next to the Memo box.
6. Finished your review? Preview the Invoice as a PDF by selecting the Preview Invoice button. Then, click the Save button and choose one of the three options, Save, Save and Send, or Save as Draft. Once these steps are completed for each party, the choices will be executed.
You will then be on a screen where you can view, print, or download all invoices you just created.
Did you finalize or save an invoice and then realize you forgot to make a change? That's okay! If you re-select the Save button, you will find an Undo option that will allow you to make your changes.. Just be sure to finalize or save the invoice again once your changes are complete.
10. Select Go to Invoices to return to the invoice list.
Create an Invoice from the Invoices Table
1. In a Case, navigate to the left Menu bar and select Case Billing, then Invoices to call up the Invoices Table. Then select Create New, then Standard Invoice in the upper right corner.
2. Manually add billables already created by the timer or a manual time log entry by selecting Add/Drop Billables. Or, you can generate entirely new billables using the Create New Billable button. You can also elaborate on the description of the billable. The description of the Billable will be included on the Invoice and visible to the parties.
Now, pick up with Step 4, above, to review and send your invoice or to save it as a draft to complete later.
When you are in a Case and select an invoice in the Invoices list, you will see all the details and activity related to the invoice. You will also have the following options:
Download the Invoice as a PDF
The Invoice will be downloaded as a PDF to your Downloads folder (or the location you have set as your default destination for downloaded files.)
Print an Invoice
Send an Invoice Reminder
Apply an Adjustment to an Invoice
To apply an adjustment, select the Apply Adjustment button and a form will be displayed in a pop-up window. Adjustments can be used to reduce the amount owed on an invoice, or even cancel out an invoice altogether. Once you click the Apply button, the adjustment will be applied to the invoice. If you select Apply & Send, an updated invoice will be sent to the Party.
Apply a Payment to an Invoice
To apply a payment that a Party has submitted to you by check, cash, wire transfer, or another payment method such as Cash App or Zelle, select the Apply Payment button and a form will be displayed in a pop-up window. Select the appropriate payment type, amount, and date the payment was received.
There is also an option here to apply a credit card payment that was not made through Stripe if, for example, you have a Square credit card reader on a mobile device that you use to accept payments in person.
Payment amounts are allowed to exceed the invoice’s current balance. If the payment amount exceeds the current balance, the excess payment amount will be deposited into the Party’s credit balance, which can be found by clicking the Accounts Balance button (unlabeled, in the upper right corner) in Invoices, under Case Billing. You can return these funds via a Credit Memo. Read more about creating a Credit Memo.
Once you select the Apply button, the payment will be applied to the invoice; selecting Apply & Send will generate an updated invoice that will be sent to the Party. Any remaining payment amount will be deposited into the Party’s credit balance.
Apply a Late Fee to an Invoice
A late fee can be applied to an overdue invoice. The late fee percentage you defined in your firm’s Billing Settings will be applied to the invoice’s current balance as a late fee. Read more about setting your firm's Billing Settings.
In the Invoice Detail screen, select Apply Late Fee in the action bar at the bottom of your screen. You will be prompted to confirm by selecting Apply in the popup box. Here you can also enter a new due date. Clicking the Send Invoice checkbox will generate and send an Invoice.
If you need to void a payment that was applied to the wrong invoice, for example, you can do that on the Invoice Details section on the Payments tab in Invoices. Find the payment you want to void, and click Void Payment in the Actions column.