Invoice clients and chase debtors
Turn a client's work in progress into an invoice in your firm's books, and see who owes your firm money.
- WIP
- Invoice
- Send from your books
- Paid
Your invoices live in your firm's own books in Billbook, just like a business's. You raise them from the client's page, then send them and record payments in your books.
Invoices always go to the client you did the work for, since they're the one who claims the fee.
How do I invoice work in progress?
- Open the client and go to BillingBilling.
- Under Work in progress, tick the entries to bill. Tick none to bill everything.
- Tick Approve straight away to skip the draft step.
- Choose the invoice button. With nothing ticked it's Invoice all WIP, and you confirm with Invoice all.
- Choose Open it to send it from your firm's books. It opens in a new tab.
Time is added up into one line per job, or Professional services for time not on a job, with the hours. Prices are ex GST, and GST is added if your firm's books are registered for GST.
No firm books yet? Your first invoice creates them for you.
Who can approve invoices and write off time?
Approving invoices and writing off WIP are separate permissions. Firm owners and admins have both. Other staff don't see Approve straight away or Write off, so their invoices are saved as drafts for someone else to approve.
Raising an invoice needs permission to create invoices. Staff have it unless a partner turns it off. Without it, the invoice buttons don't show and Billbook refuses the invoice.
What if I won't charge for some time?
Tick the entries and choose Write off, then confirm. They leave WIP for good and show as written off in the client's time. This can't be undone.
How do I invoice fixed fees?
From the client's BillingServices & fees. Fixed fee invoices are always saved as drafts. Each service is billed once a period, so the same fee can't go on two invoices. See the services and prices guide.
How do I fix an invoice?
Open it in your firm's books. Delete a draft, or void or credit an approved invoice. Deleting or voiding puts any time on it back into WIP, and frees its fixed fees to bill again for the same period.
How do I see what a client owes?
The Invoices list on the same screen shows each invoice with its total and what's owing. The status reads Draft, Awaiting approval, Owing, Overdue, Paid or Voided. Credit notes show too, as Applied once used up. To send one, record a payment or credit it, open it in your firm's books.
Who owes my firm money?
BillingTime & billing shows Total outstanding, split into Current, 1 to 30 days, 31 to 60 days, 61 to 90 days and 90+ days. Below is every unpaid invoice, with how many days it's overdue.
- Choose an invoice number to open it in your firm's books.
- Choose a client's name to go to their billing.
Staff who can't see every client only see invoices for the clients assigned to them.
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