Set up the eInvoice Portal

The eInvoice portal reduces the need for your clients to contact your firm about invoices by improving visibility on paid or outstanding invoices.

When eInvoices are enabled, clients can access a portal to view and pay their invoices.

Enable eInvoices for all matters

1. Navigate to the Settings icon in the Smokeball Web App.
2. Select Firm Settings.
   
3. Select Invoice Settings from the left menu.
4. Click on Enable eInvoices.
5. Choose whether you want to show invoice details Grouped by Staff or As a list.
   
   • When grouped by Staff, invoices in the eInvoice portal will display the Staff member’s name and are expandable to show the line items related to them, broken down by day.
     
   • When displayed as a list, invoices in the eInvoice portal will list all line items on one table.
     
6. Select Save.

Modify eInvoice settings for specific matters

If you wish to enable or disable eInvoicing for select matters:

1. Open a matter in the Smokeball Web App and select Edit Matter.
   
2. Navigate to Invoice Settings.
3. Under the eInvoice section, eInvoices are set to use the firm default. Use the drop-down menu to change this setting for this specific matter.
   
4. Select Save.

If you wish to hide the Pay Now button and QR code from an invoice for a specific reason, untick Include payment buttons and QR codes on invoices and emails/messages.

How the eInvoice portal works

When you send an invoice to a client, they will receive an email. To enter the eInvoice portal, select View Invoice.

The eInvoice portal displays outstanding invoices at the top of the list, followed by invoices paid within the last 30 days, grouped by matter.

• Overdue invoices display a red ring around the due date.
• Invoices paid in full display a green ring around the due date.
• Unpaid invoices that aren’t past the due date display no ring.

Download a PDF copy of the invoice by selecting the Download button on the right-hand side of the screen. Select the arrow icon next to Download to choose to download a PDF of the invoice, or a summary version of the invoice.

• Invoice will be the same PDF as the standard PDF invoice.
• Summary displays the Staff and Total in the Fees section.

How to check if a client has viewed an invoice

Once a client opens the eInvoice portal, Smokeball will mark all invoices on the page as Viewed. Check all viewed invoices in the Invoice tab of the matter.

If you want to check all invoices across all matters, select the Invoices section on the left menu and navigate to the Viewed column.

Click on the tick icon to see who viewed the invoice.