Smart Invoicing with Smokeball

Get paid faster with Smokeball's smart invoicing features, allowing you to send invoices and collect payments electronically.

Set up Smart Invoicing

To get started, set up your firm to accept credit card payments, in combination with customised electronic invoice descriptions and invoice email templates.

Credit card payments

Get your firm set up to accept card payments with Smokeball's credit card payment integration powered by Stripe.

Electronic invoices

Enable descriptions on demand when sending out invoices:

1. Open the Smokeball Web App.
2. Select the Settings icon, then select Firm Settings.
   
3. Select Invoice Settings, then select Enable eInvoices and click on Group by Staff.
   
4. Navigate to the eInvoice tab. Select Enable Descriptions on Demand and adjust the wording that is displayed on the invoice.
   

Email templates

Customise the wording in invoice emails sent to your client:

1. Open the Smokeball Web App.
2. Select the Settings icon, then select Firm Settings.
   
3. Select Email Templates, then in the Invoices tab, adjust the email subject and body for invoices to be sent from your firm.
   
   You can insert placeholders for fields to be populated by Smokeball, such as Debtor Name and Invoice Amount Due.

Making use of Smart Invoicing 

Once you're all set up, you can:

• Easily request and receive trust funds via credit card payment
• Give your client access to all of their outstanding Invoices in your Billing Portal
• Make it easier to get paid by requesting and receiving payment on invoices via credit card
• Automatically provide the client with additional detail about your invoice when they need it

Request and receive trust funds via credit card payment

Process credit card deposits into the Trust Account made over the phone, in person, or via email.

For deposits made over the phone or in person:

1. Select the Transactions tab, then select Credit Card Deposit.
   
2. Enter the amount, reason, and credit card details.
3. Select Process.

To send a request to deposit funds via email:

1. Select the Transactions tab, then select Credit Card Deposit Request.
   
2. Check the email fields and make adjustments if needed.
3. Select Send Now.
4. An email will be sent with a link to the payment portal where the credit card payment can be made.

Give your client access to their outstanding invoices

1. After creating a draft invoice, select Final at the top-right corner of the screen. 
   
2. Select Send invoice via Email at the bottom of the screen, then select Finalise and Send.
   
3. Check the email fields and make adjustments if needed.
4. Select Send Now.
5. The debtor/s will receive an email with a link to access your Billing Portal. From here they can review their outstanding invoices.
   

Request and receive payment on invoices via credit card

Once you've integrated Smokeball with Stripe, your client will be able to pay any outstanding invoices via credit card, directly from the invoice email or PDF.

Pay from the invoice email

Pay from the Billing Portal

Pay from the PDF copy of the invoice

Provide your client with additional details about their invoice

Your client can request additional details about an invoice in the Billing Portal by expanding the Fees section and selecting Request Additional Info.

To answer this request:

1. Open Smokeball and navigate to the Time & Disbursements tab.
2. Select Detail Requests.
   
3. Select the request that you want to respond to.
4. Select Pre-populate response. The description of work will be automatically filled out based on information captured from Smokeball's Activity Tracking feature.
   
5. You can edit the pre-populated description by typing in the Description of Work text box.
6. Once you're ready to send the additional details, select Mark as ready, then Send Response.
7. Your client will receive an email with a link to access the Billing Portal, where they can review the additional details that you've provided.