Email Your Invoices

You can email invoices for one matter from Matters, or invoices for several matters at once from Activities.

Alert

Before emailing invoices from CosmoLex, we recommend reviewing the email invoice template under Setup > Firm Settings > Email Templates > Email Invoice. Learn more about editing email templates

Important

CosmoLex auto-finalizes invoices when emailing them. For additional information, see finalizing invoices.

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Email an Invoice

From Matters

  1. From the left navigation panel, click Matters.
  2. From the Matters screen, either double-click the matter, or single-click it, then from the toolbar, click Details.
  3. From Matters left navigation, click Billing.
  4. From the tabs atop the Billing screen, Click Invoice.
  5. From the Invoice toolbar, click Email > Email Invoice(s).
    The Email Invoice(s) screen opens. Note that here you will be reminded if you have chosen to send invoices as either a downloadable link or an attached document to the email. You can adjust these settings in Setup > Firm Settings > Invoice Settings.
  6. In the Invoice Date Range section, use the drop-down and corresponding date fields, as desired, to enter your date range. Within the drop-down, all fields listed after Last Year permit you to edit the date field or fields, as applicable.
  7. Either uncheck, or leave checked, the boxes to not include invoice(s) previously emailed or printed, as needed.
  8. Check the boxes to the left of the invoices you want to email.
    Note

    Click the envelope icon to the right of the invoice to get a list of Invoice Email Recipients. (To prevent the invoice from going into the recipient’s spam folder, each client party and invoice party will get a separate invoice email.)  To edit or add to the list, click Assign a Matter Billing Contact.

  9. Click Advanced Settings at the bottom of the window.
  10. In the Print Invoice Selection field, click the radio button to select either Current Status or Original. Click the question mark beside each field if you need clarification.
  11. Either uncheck, or leave checked, the box to Include effect of Write-off amount (if any), as needed.
  12. In the lower right corner, click Email.
    The Send Email message box displays, advising this action will finalize Un-finalized invoices and asking if you want to continue.
  13. Click Yes.
  14. Review the Email Invoice template language to be sure you are satisfied with it. CosmoLex will populate fields in brackets ([ ]) based on your matter’s details. For additional information, see Edit Email Templates.
  15. Click Send

From Activities

  1. From the left navigation panel, click Activities.
  2. From Activities left navigation, click Invoices.
  3. From the toolbar atop the Invoices screen, click Email > Email Invoices.
    The Email Invoice(s) screen opens. Note that here you will be reminded if you have chosen to send invoices as either a downloadable link or an attached document to the email. You can adjust these settings in Set Up > Firm Settings > Invoice Settings
  4. In the Invoice Date Range section, use the drop-down and corresponding date fields, as needed or desired, to enter your date range. Within the drop-down, all fields listed after Last Year permit you to edit the date field or fields, as applicable.
  5. In the Show invoices grouped by section, click the radio button for Invoice, Matter, or Client, as applicable.
Invoice
  • Default filter
  • Permits the selection of individual invoices
Matter
  • Lists each matter and its corresponding unpaid balance
  • For each matter selected, will email a PDF file including all unpaid invoices
Client
  • Lists each client and their total unpaid balance
  • You can select one client at a time.
  • This option includes a client statement cover page with all unpaid invoices in one PDF file.
  • To choose which invoices to email:
  1. Click the Invoice Count field number.
  2. From the Invoice Selection screen which opens, un-check the boxes beside invoices you do not want to email.
  3. Click Select.
  1. Either uncheck, or leave checked, the boxes to not include invoice(s) previously emailed or printed, as needed.
  2. Check the boxes to the left of the invoices you want to email.
    Note

    Click the envelope icon to the right of the invoice to get a list of Invoice Email Recipients. (To prevent the invoice from going into the recipient’s spam folder, each client party and invoice party will get a separate invoice email.) To edit or add to the list, click Assign a Matter Billing Contact

  3. Click Advanced Settings.
  4. In the Print Invoice Selection field, click the radio button to select either Current Status or Original. Click the question mark beside each field if you need clarification.
  5. Either uncheck, or leave checked, the box to Include effect of Write-off amount (if any), as needed.
  6. In the lower right corner, click Email.
    The Send Email message box displays, advising this action will finalize Un-finalized invoices and asking if you want to continue.
  7. Click Yes.
    The Email Invoice screen opens, displaying the email invoice template.
  8. Review the template language to be sure you are satisfied with it. CosmoLex will populate fields in brackets ([ ]) based on the matter’s details. For additional information, see Edit Email Templates.
  9. Click Send
    The Email Invoice(s) message box displays, advising the Invoice Email has been queued for processing.
  10. Click OK.
Info

You can also email invoices using the Print > Print Client and Invoices functionality. For additional information, see Generate and Email a Client Statement for Multiple Invoices.

Updated on April 5, 2022

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