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Generate Single and Multiple Invoices

Before Getting Started

Ready to invoice your clients? How exciting! We are sure you will want to get right to it, but before you do, let’s make sure you meet the following requirements:

  1. Create your matters (consider the appropriate Billing Methods)
  2. If billing hourly matters, make sure you’ve entered time and/or expenses
  3. If billing Fixed Fee or Contingency matters, make sure you’ve set up the fee on the matter and that you’ve entered any necessary expenses
A little extra help

Still not sure if you’re billing your clients correctly? Review our Billing Workflow to get the big picture.

Now that you have made sure to enter all appropriate billing information, let’s get started with creating your invoices!

Generate Single Invoice

Follow the steps below if you are looking to create an individual invoice for a particular matter.

This is the recommended way of generating invoices for firms that work with contingency or flat fee matters, or if you would like to invoice a single client. 

Create Invoice

There are two ways to generate a single invoice: from within the matter or from the Activities tab

From Matter

1. From the Matters tab, double-click the desired matter or select the matter and click Details

2. From Matter Details, select the Billing section

3. Click Invoice, then click Create Invoice

4. Complete the Add Invoice screen (see below)

From Activities

1. Click on the Activities Tab

2. Select the Invoices section, then click Create Invoice

3. Any matter with unbilled time / expense entries will appear on this screen. Deselect all matters, and check the box for the matter you wish to invoice at this time 

4. Complete the rest of the Add Invoice screen (see below)

Note: To include all billing method, please click on search icon (magnifying glass) located on your right side panel and select ALL from BILLING TYPE drop down box.

Add Invoice Screen

Follow these steps when adding an invoice from within a matter. (To see the invoice screen from the Activities > Invoices tab, click here)

Step 1: Enter Info 

  • Invoice # – CosmoLex automatically generates an invoice number for you, so go ahead and skip this field! If you want to override the suggested number, you can do so here by entering the desired figure. Keep in mind, CosmoLex will not allow you to enter duplicate invoice numbers.
  • Invoice Date – This field will default to today’s date, and will show as the date of the invoice. You may edit this field if needed.
  • Due Date – This date will govern when this invoice becomes past due in your CosmoLex records. Please make sure this is correct before generating the invoice, in order to make collections easier in the future. To make this date default according to your preferences, review your financial settings.
  • Include Time/Expense Till – this field can default to today’s date, or to the last day of the previous month. Review this date to ensure that all time / expense entries included on the invoice are within the appropriate date range. To change the default to this field, review your Firm Preferences.

Step 2: Select Time / Expense Cards to Include

Use this area to select time and expense entries you wish to include on this invoice. Deselect entries you wish to exclude. 

If you would like to make updates to any of the entries that are to be included on this invoice, you can do so by clicking Edit for any time or expense card here.

Step 3: Advanced Settings

  • Description / Terms – Enter a description, additional terms, or any notes you would like to appear on the invoice. This will appear at the top of the invoice for any of our default invoice templates.
  • Discount – assign a fixed amount or percentage discount to the invoice total. To learn more about invoice discounts, see here.
  • Overhead Charges – Apply overhead charges on for this particular invoice. If your firm does this on a regular basis, you may want to adjust your Financial Settings.
  • Late Fees & Finance Charges – You can choose to add a fixed amount for either of these fields. That amount will be added to your invoice total and noted as such on the invoice.
  • Total Tax Applied – If you have set up tax on the matter, or have chosen to add it to individual entries on this invoice, this field will note the total tax amount.
  • Include Cover Page – Check this box if you would like to use the cover page template on your invoice. If you wish to include a cover page with every invoice, change your Invoice Settings.
  • Discount is Taxable – Lower this amount if you do not with to lower taxes on fee due to discount.
  • Group identical soft cost charges for invoice printing – Check this box, if you would like soft costs to be grouped automatically on this invoice. 
    • Most users prefer to show cost-recovery items such as photocopies, telephone, etc as one single line item on the invoice as opposed to individual line items. With this flag, soft cost items that have identical titles, descriptions, and rates will be combined when printing the invoice. Learn more about soft cost grouping. 

Step 4: Click Generate

All set! You have created an invoice. The new invoice will appear with other unpaid invoices and will have an unlocked symbol letting you know that it is not yet finalized. This means it can still be edited.

If you’d like to prevent changes from being made on this invoice, click Action and select Finalize Invoice. Learn more about finalizing invoices.

Once your invoice(s) are generated, you can view/print and also email directly to your client. 

Generate Multiple Invoices

If you do your billing on a monthly basis, or bill multiple matters at once, you may prefer to do batch billing. Follow the instructions below to learn how. 

Watch a Video

Create Invoice

1. Click on the Activities Tab

2. Select the Invoices section, then click Create Invoice

3. Any matter with unbilled time / expense entries will appear on this screen. Complete the rest of the Add Invoice screen (see below)

Add Invoice Screen

Step 1: Review left-hand menu

  • First Invoice #
  • Invoice Date 
  • Due Date
  • Include Matter Till
  • Group identical soft cost changes for invoice printing

Step 2: Search for the matters you would like to bill 

Step 3: Select Matters to Bill

Step 4: Review Matter Details, if necessary

Step 5: Click Generate

All set! You have created an invoice. The new invoice will appear with other unpaid invoices and will have an unlocked symbol letting you know that it is not yet finalized. This means it can still be edited.

If you’d like to prevent changes from being made on this invoice, click Action and select Finalize Invoice. Learn more about finalizing invoices.

Once your invoice(s) are generated, you can view/print and also email directly to your client. 

Find and View Invoices

From Matter Details

1. From the Matters tab, select desired matter and click  Details, or double-click the matter

2. Click on Billing section, then click on Invoice Tab

3. You have found the invoices associated with this matter. Look at the Applied Filters to verify which invoices you are currently viewing.

4. Use the search filter to find a particular invoice or set of invoices. For example, use the status filter to find paid and unpaid invoices.

From Activities

1.Click the Activities tab, then click Invoices

2. You have found all invoices (associated with any matter in your firm). Look at the Applied Filters to verify which invoices you are currently viewing.

3. Use the search filter to find a particular invoice or set of invoices. For example, use the status filter to find paid and unpaid invoices.

Invoices including only ‘no-charge’ time/expense cards, will show as paid.

Editing Invoices

It is very common, during the billing process to want to make a change to an invoice before you deliver it to the client. After you create an invoice, you may want to add/edit time and expense cards, apply a discount, or make another necessary change. 

There may also be times that you may need to make a change in an invoice after having delivered the invoice, or received partial or full payment of the balance. This change could be the addition of a late fee, and adjustment to fee income or matter costs, an adjustment to a discount or completely writing off the invoice balance due to bad debt. 

The following are recommendations for how to best accomplish the needed changes.

Editing a Partially Paid Invoice

When editing a partially paid invoice, the best practice would be to use the Change/Write-off Action. To learn more about this feature, click here.

Editing a Fully Paid Invoice

There may be extraordinary reasons that make it necessary to edit a paid invoice. To do this, the best practice would be to delete the invoice payment. This would un-finalize your invoice, and allow you to make necessary changes. You can make those changes, using our Change/Write-off Action. Then, re-apply the payment.  

To delete an invoice payment

  1. From the Matter Tab, select desired matter and click Details or double-click matter
  2. Select the Banking tab
  3. Find and select your payment
  4. Click  Delete at the top

Delete an Invoice

You can always edit an invoice, but if you accidentally generated one, you can also delete it. Deleting an invoice does not delete its respective time or expense cards. Instead, they go from “billed” to “unbilled” so that they become available again for your next invoice.

How to Delete Invoice

1. Find the desired invoice (see above)

2. Select the desired invoice and click  Delete.

If you have payments linked to this invoice, those payments will become un-linked from the invoice and will be moved into the Operating Retainer for that matter. From this point, you can issue a credit memo or re-apply the amount to another invoice.

Void an Invoice

In most cases, you will simply edit or delete an invoice, but in the event that you decide that you no longer want to invoice your client for certain items – yet still want to keep a record of that invoice, you can choose to void.

Voiding an invoice deletes the invoice and makes the associated time and expense cards Non Billable. Those entries will show values of $0.00 so as not to affect your reporting.

Note: You may note void invoices for which you have recorded payments.

How to Void Invoice

1. Find the desired invoice (see above)

2. Select the invoice, click  Action, then click Void Invoice

Learn More

Apply Tax on Invoice

Finalizing Invoices

Updated on June 20, 2019

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