Steps to Use Bulk Pay with Trust:

• Navigate: Access the Revenue Management App.
• Open List View: Click on the “Billing” tab to display the list of invoices.
• Select Invoices: Choose the invoices you want to pay using trust funds by checking the corresponding boxes.
• Initiate Bulk Pay: Click the “Bulk Pay with Trust” button.

Bulk Payment Screen:

• Trust Bank Selection: In the top right corner, select the specific trust bank account you want to utilize for the payments.
• Applied Date: Enter the applied date for the trust payments. This date will be automatically applied to all invoices within the bulk payment process.
• Selected Invoices: The screen will display the list of invoices you chose from the previous step.
• Client Trust Balance: Each invoice row shows the available trust balance associated with the respective client.
• Individual Invoice Breakdown: Click the “error” icon next to an invoice to expand that row and access individual billing lines.
• Applying Trust per Line Item (Optional): Within the expanded invoice view, you can enter the specific trust amount to be applied against each billing line item (optional).
• Applied Amount and Save: Enter the total applied amount for the invoice and click “Save” to finalize the trust payment for that invoice.

Benefits of Bulk Pay with Trust:

•  Saves time by processing multiple trust payments simultaneously.
• Improves efficiency in managing trust fund allocations.

Important Note:

• The system reflects the available trust balance for each client. The system will throw an error if the applied amount is greater than the available Trust.

• Email Sender and Recipients:
  • From address: This address can be set up as a default law firm-wide. However, a specific billing address can also be set up to make sure that all the emails are going out using that address.
  • To Address: This address is pulled from the Account email field.
  • CC Address: Users can type the email addresses in this field, you can separate the email addresses by a comma if sending to multiple people.
• Email Subject and body information: This information pulled from your default email template sets it up at the company setting. However, this is a free-form text field and can be overridden as you wish at the time of sending the email out.
• Invoice PDF Template: The right side of the screen shows the Invoice PDF template used to generate the PDF, this template also can be set up in the Company settings. Please see the installation guide on how to change the email templates and Invoice PDFs.

• Click the Billing tab.
• This should bring you to the list view of all the Bills in the system,
• Click New to create a new Billing, and on the new Invoice dialog box enter the following information
  • Customer: To identify the customer for billing, click the Lookup icon to initiate a search.
  • Billing Date: By default, the date is set to the current day. To modify it, select the Calendar icon and choose the appropriate date.
  • Billing Terms: These are automatically derived from the customer’s account settings, with standard terms including Net 15, Net 30, etc. The due date for the billing will be calculated based on these terms.
  • Billing Contact: Use the Lookup icon to search and select the relevant billing contact.
  • Billing Cycle Start Date: Marks the commencement of the billing period. This date will be reflected on the customer’s PDF invoice.
  • Billing Cycle End Date: Indicates the conclusion of the billing period, also included on the PDF invoice.
  • Billing Comments: Any remarks or notes entered here will appear on the customer’s PDF invoice.
  • Billing Lines: Compiles time or expense records to formulate the billing total.
    • Revenue GL Account: Should this remain unspecified, the default
    • Revenue GL Account from the company’s settings will be applied.
    • Date: The date corresponding to each line item. This is particularly relevant for time entries or costs to be detailed on the invoice PDF.
    • Comments: Allows for the inclusion of comments at the line item level for further clarification or detail on the invoice PDF.
    • Please see the Installation guide, if you need to add more fields at the Invoice header or line level, fields like your case lookup, or Timekeeper or expense lookups from your case management system.

• Use Case: When an invoice was issued in error, needs to be canceled, or the transaction never occurred.
• Impact on Records:
  • The original invoice is marked as void and the amount is reversed.
  • No impact on revenue or bad debt accounts.
  • May still appear in reports for reference purposes, but with a zero balance.
•  Example: You accidentally send an invoice for a service not yet performed. You can void the invoice and create a new one when the service is complete.

Writing Off an Invoice

• Use Case: When you’ve delivered the services but believe the customer will not pay the invoice.
• Impact on Records:
  • The original invoice amount is removed from accounts receivable.
  • The amount is recorded as a bad debt expense, reflecting a loss.
• Example: You provided consulting services to a client who has filed for bankruptcy and is unlikely to pay the invoice. You can write off the invoice as a bad debt.

Details of the Voiding Process:

• The system displays the full invoice amount available for voiding.
• Clicking “Void” permanently cancels the invoice.
• Selecting “Void with Redo” performs a double action:
  • It voids the original invoice.
  • It creates a completely new invoice, allowing you to start fresh with an necessary modifications.

Benefits of Voids and Billing Adjustments:

• Voids help correct errors or cancel invoices no longer needed.
• Billing Adjustments provide a clear record of voided invoices for accurate financial reporting.

Void Button

• Clicking this button voids the entire invoice amount.
• A Billing Adjustment is automatically generated with the type set to “Void.” This adjustment reflects the voided invoice total.

Void and Redo:
This option allows you to void the original invoice and create a new one simultaneously.

• Clicking “Void and Redo” performs a double action:
  • It voids the original invoice, permanently canceling it.
  • It creates a completely new invoice with the same information as the original. This allows you to make any necessary changes before sending it out again.

Important Note:

• Voids are permanent actions. Use them with caution.

Benefits of List View Buttons:

• Increased Efficiency: Process multiple invoices at once, reducing repetitive tasks.
• Streamlined Workflows: Simplify common invoice actions for improved productivity.
• Centralized Control: Manage your invoices effectively from a single location

•  Combine PDFs: Save multiple selected invoices into one comprehensive PDF document.
•  Batch Printing: Print a group of chosen invoices in one go.

Steps to Use Print Billing Batch:

•  Navigate: Access the Revenue Management App.
•  Open List View: Click on the “Billing” tab to display all your invoices.
•  Select Invoices: Choose the invoices you want to include in the combined PDF or batch print job by checking the corresponding boxes.
•  Initiate Batch Process: Click the “Print Billing Batch” button.

Print Billing Batch Screen:

• Automatic PDF Generation: Clicking the button automatically generates a single PDF for each selected invoice, using the format defined at the invoice level.
• Modifying PDF Format (Optional): If you wish to change the PDF format for specific invoices, you can use the designated field within the “Print Billing Batch” screen. Any adjustments made here will only affect the format of that particular invoice within the combined PDF.
• Page Breaks: Each invoice within the combined PDF will have its own page break for clear organization.

Benefits of Print Billing Batch:

• Saves time by processing multiple invoices for PDF generation or printing.
• Simplifies record-keeping by creating a single document for grouped invoices.

Important Notes:

• The system uses the individual invoice’s designated PDF format by default.
• You can adjust the format for specific invoices within the “Print Billing Batch” screen before generating the combined PDF.

• Invoice-level discounts: Reduce the overall invoice amount.
• Line-item discounts: Line items charges within the invoice.

Discount Function:

• Click the designated button to initiate the discount process.

Discount Options:
Top Section: Bill Information

• GL Account for Discount: Select the general ledger account where the discount amount will be reflected for accounting purposes.
• Discount Amount: Enter the specific amount you wish to discount from the invoice total.
• Populating GL Account: Choosing a GL account here automatically assigns the same account to all billing lines for efficient processing.

Bottom Section: Billing Lines

• This section enables you to apply targeted discounts to individual line items within the invoice.
• Enter the desired discount amount directly for a specific line item.

Key Points:

• Invoice-level discounts are applied to the entire invoice amount.
• Line-item discounts provide more granular control over specific charges.
• Selecting a GL account at the bill information level saves time by applying it to all lines by default.

Steps to Use Send Billing:

•  Navigate: Access the Revenue Management App.
•  Open List View: Click on the “Billing” tab to display the list of invoices.
•  Select Invoices: Choose the invoices you want to send to the client via email by checking the corresponding boxes.
•  Initiate Send Email: Click the “Send Billing” button.

Send Billing Screen:

•  This screen displays all the invoices you’ve selected for bulk emailing.
• Each invoice displays the following information:
  •  Billing Details: Essential invoice information for reference.
  •  Balance: The outstanding amount owed by the client.
  • Billing Contact:
    •  Green Text: Indicates a linked billing contact at the party level.
    •  Red Text: Indicates no linked contact or a need to enter an email address manually.
•  Manual Email Entry: For invoices with missing contacts, you can directly enter the recipient’s email address in the designated field.

 Comma Separation: Separate multiple email addresses using commas (,) for group emailing.

Benefits of Bulk Emailing:

•  Saves time by sending emails to multiple clients simultaneously.
•  Improves communication efficiency with your clients.

Important Note:

•  Ensure you have the correct email addresses before sending bulk emails.

Next Steps:

Once you’ve reviewed the selected billings and entered any missing email addresses, proceed to compose your email using the provided functionality. The system will automatically address the email to the identified contacts associated with the chosen invoices.