Create an Invoice

Invoicing is one of the most important processes in your firm's billing cycles. If you are planning to create an invoice for the first time, you should review the pre-invoice checklist below. 

Create a draft invoice

To get to the draft invoice screen for a matter: 

1. Open the matter in Smokeball in your web browser.
2. Select Create invoice.

Review the invoice details

Before you send off your invoice, ensure that all required fields and time, fee, or cost recovery entries are filled in.

1. Enter the invoice issue date and due date, and confirm the debtors/clients to receive the invoice.
2. Select Edit invoice options to choose your invoice template or modify the invoice title/sub-title. 
   • You can also use the checkboxes to choose which entries will appear on the invoice.
   • Note: The pre-selected options are determined by your firm-wide settings. 
3. Review the Time & Fees and Cost Recoveries. 
   • Add additional entries by selecting Add Entry and entering the details.
   • Remove entries from this invoice by deselecting the checkboxes.
   • To write off entries, tick the box in the W/O column against that entry and the amount will be "slashed" from the invoice total.
   • Select the circled arrow icon in the View column to open a pop-up Time/Fee Details window and edit the entry.
   • As you add, remove and edit entries, the totals displayed on the right-side panel will update.
     
4. Optional: Apply a discount or surcharge below the subtotal listed on the right-side panel.
   • Discounts can be given with a specific amount or percentage of Time and Fees.
   • Use the buttons at the bottom of the panel to preview the invoice or save it as a draft. Invoices remain as drafts until you are ready to send them to your clients.
     
     
5. Select the Save Draft button to save a draft of the invoice.
   • Select the three dots next to the Save Draft button to delete an invoice. If a draft invoice is deleted, all time, fees, and cost recovery entries are billable and available for a new invoice.
     
     
6. Select the Final button at the top of the right-side panel to review payment methods 
   • If applicable, select Pay from Client Account or Pay from Credit to deduct client account or credit funds from the balance due.
     
7. Select View Preview at the bottom of the side panel to check the invoice in a draft format.
8. Optional: Use the toggles to send the invoice to the client via email or the Client Portal. 
   • To send the invoice link via email, select Send invoice via Email.
     
   • To send the invoice via Client Portal message, select Send invoice via Client Portal.
     
9. Select the Finalise Draft button if you are ready to send the invoice to the client.
   • You can add payments, email the invoice to the client, or download a finalised invoice.
   • If necessary, you can Void, Edit, or Waive the invoice.
     • Note: If a payment is applied, you must delete it before you can edit or void the invoice.
   • You can also choose Setup Payment Plan for this Debtor.
   • The bottom right-hand corner will indicate if the invoice has been e-mailed, viewed online by the client, and when the invoice was finalized.

Finalise the invoice

Once you're ready to send off the invoice, select Finalise Draft.

• • You can add payments, email the invoice to the client, or download a finalised invoice.
  • If necessary, you can Void, Edit, or Waive the invoice.
    • Note: If a payment is applied, you must delete it before you can edit or void the invoice.
  • You can also choose Setup Payment Plan for this Debtor.
  • The bottom right-side panel will indicate if the invoice has been emailed, viewed online by the client, and when the invoice was finalised.
    
    
    

You can also send an invoice to multiple recipients.

View the list of invoices

You can access all invoices generated by your firm by selecting Invoices from the left menu. Refer to our video below for a short guide on accessing the Invoices section.

Next Steps

Next steps depend upon the specific needs and practices of your firms. Some possible next steps include:

• Learn how to edit, void or waive and invoice. 
• Apply payments to single or multiple invoices.
• Send invoices to your clients through email or the Client Portal. 
• Set up an invoice reminder.
• Learn how to record client account payments. 

Need help?  Contact our friendly team