Send an invoice

Smokeball offers robust options for sending invoices to your clients. Follow these steps to make your firm’s invoicing more efficient. 

1. Select the Invoices tab in the Smokeball Web App, Smokeball Boost or Smokeball Bill.
2. Toggle the Paid filter. 
   • If you need to send unpaid invoices, only toggle the Unpaid filter. This will ensure that the templated email language is appropriate for unpaid invoices. 
3. Use the checkboxes to select which invoices you need to print or email. The checkbox in the grey column header will select all visible invoices.
4. If you prefer to download and print all the invoices to mail, select the Download button and then select Combined PDF.
5. If you prefer to email your invoices, select the Bulk Actions button and then select the Send via Email.  
6. Select the Send Now button in the pop-up window to send the selected invoices to your clients.

Email Customization 

It is also possible to personalize emails for individual clients or groups of clients:

1. Use the checkboxes to select the invoice you wish to modify before emailing. 
2. Select the Email button and then select the Edit Email button in the pop-up window. You may need to scroll down to see this button depending on your screen’s resolution. 
   • Note: The Edit Email button will not appear if you selected more than one invoice on the Invoices page. However, you can still edit the From, Subject, and Message fields if you selected multiple invoices. 
3. Edit the email message and add CC or BCC email addresses if needed.
   • Note: You will not be able to modify the CC or BCC fields if you select more than one invoice on the Invoices page.
4. Once all your changes have been made, select the Send Now button. 

Set client billing communications preferences

Your clients may have unique preferences for how they receive invoices. You can record your clients' preferences on a per-matter basis and ensure you send out invoices and other pertinent billing communications in a way that is compliant with their choices.

Follow these steps:

1. While in your client's matter, select Edit Matter.
2. Navigate to the Communication quick link.
3. Choose the client's Document Sending Preference from the dropdown menu.
4. Select Save Matter.

For communications sent via Smokeball, you can select Email or Client Portal. For external communications, you can select (Physical) Mail, eBilling, or Other. 

You can then apply these preferences as filters on the global invoices page. 

The next steps will depend on your client's preference and your firm's internal processes. For example, if you are planning to send out a batch of physically mailed invoices (such as those in the screenshot above), you may wish to download the finalized invoices as .PDFs, print them out, and then mail them. After you mail them, you can mark all of the filtered invoices as sent using the bulk actions button.

For invoices sent through email, you can use the same bulk actions button to send multiple finalized invoices out at once. Invoices sent through email or the Client Portal will be automatically marked as sent.  

Did You Know

Billing communications sent from Smokeball are tracked. 

You can customize your invoices to include your firm name, logo, address, and other details under Invoice Settings.