Smokeball offers options to apply payments to an individual invoice both during and after the finalisation process.
Smokeball makes it easy to make payments to multiple invoices from the same client or even bulk finalise invoices with payments from client account.
This article walks through the ways of making payments to individual invoices, making payments to multiple invoices in the same Matter or for the same Debtor. See Client to Office Transfers for information on bulk finalising invoices.
Add payment to an Individual Invoice
Payment can be added to an individual invoice at the point of finalising the invoice, or after the invoice has been finalised.
Add payment while finalising an invoice
If there are funds in the client account for this matter, you can apply a payment to an invoice while finalising the invoice.
- Select Final in the draft invoice to see the options to Pay From Client Account or Pay From Credit.
- Expand the required Pay From selection(s) and enter the amount to be paid, up to the total available balance.
- The payment amount(s) will be automatically applied as the invoice is finalised. The payment(s) will appear in the invoice totals, and the left-side panel.
Add payment after finalising an invoice
Payment can easily be added to a finalised invoice by selecting Add Payment.
- Open an invoice and select Add Payment button.
- Enter payment details in the pop-up window. Make sure to input the correct Payment Date and Payment Type.
- You will have the option to pay from funds available for this matter in the Client Account.
- You will have the option to pay from funds available for this matter in the Client Account.
- Select Process once all payment details have been entered.
Add payment to Multiple Invoices
You can add a payment to multiple invoices that are unpaid or overdue on a specific matter.
This feature is also helpful when you have multiple invoices across multiple matters to the same debtor. Smokeball also allows you to set up payment plans to help you get paid by your clients.
Add payment to multiple invoices on the same Matter
Payment can easily be added to multiple invoices in the same matter from the Invoices tab in the matter.
- Open the matter in Smokeball in your web browser and navigate to the Invoices tab.
- Select Add Payment.
Note: All outstanding invoices will be under Unpaid and Overdue, but these filters do not need to be selected in order to add a payment.
- Follow the steps on the 'Add a Payment' screen to add the payment:
- Confirm the contact in the Paid By field.
- Enter the total Amount paid.
- Choose the type of payment from the Type dropdown menu.
- Choose which individual outstanding invoices to allocate payments to.
- Note: Selecting the All checkbox enters the total of the remaining unpaid amount of the invoice, not the remaining amount of the payment.
- Select Process to complete the payment.
Add payment to multiple invoices for the same Debtor
Payment can be entered for invoices across multiple matters for the same the Debtor via the Contacts tab or Invoices tab.
- Open the Debtor contact and navigate to the Invoices tab.
- Select Add Payment.
- Follow the steps on the 'Add a Payment' screen to add the payment:
- Confirm the contact in the Paid By field.
- Enter the total Amount paid.
- Choose the type of payment from the Type dropdown menu.
- Choose which individual outstanding invoices to allocate payments to.
- Note: Selecting the All checkbox enters the total of the remaining unpaid amount of the invoice, not the remaining amount of the payment.
- Select Process to complete the payment.
Generate an Invoice Payment Detail
Once an invoice is paid, you can provide a receipt.
- Open the invoice.
- Select the Payment Detail button to generate a payment receipt for that invoice.
- The Invoice Payment Details will appear in a new tab. This summary will show all payments applied to the invoice.
Did You Know
- The option to add a payment to multiple invoices is also found by selecting the + icon in the top left of the Webapp and then selecting Payment.
- You can also use the Add Payment button on the global invoices screen.
- Note: You will have to fill out the Matter or Debtor and Paid By fields if using either of these options.
- You cannot enter an overpayment when adding a payment to multiple invoices.
- Once an invoice has payments attached to it, you will no longer be able to Edit or Void the invoice without first reversing the payment.
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