Bulk Monthly Billing Guide

If you invoice your clients in bulk on a monthly basis, then please follow these steps to ensure the process is as smooth as possible. 

 Create the Invoice Drafts

1. Select the Invoices tab.
2. Select the Create Invoices tab.
3. Filter the entries by using the For Entries Dated fields. 
   • This filter gathers all entries prior to the date set. 
   • Example: If you run your invoices on the 5th day of the month, and the last day for the invoice is the last day of the prior month, then you should input the first day of the current month.
   • Optional: You can choose to add additional filters, including matter status, area of law, billing type, and attorney responsible.
4. Use the checkboxes to select the time and expense entries you will bill and then select the Create button.
5. Choose the invoice date and due date and then select Save as Draft. 
   • Optional: You can use Save Drafts for Pre-Bills.
6. You will be automatically taken to the Drafts page on the Invoices tab.
   • Optional: You can also filter invoices by matter type or attorney responsible on the Invoices tab.

Finalize the Drafts

1. Review your drafts and make changes as needed. Once all changes are made, select the Finalize with Payments tab. 
2. Optional: If you have multiple trust accounts, select the appropriate trust account from the dropdown menu in the left panel. 
3. Use the Select All checkbox (highlighted in orange below).
4. Select the Finalize and Pay button. You will receive a notification that the invoices have successfully been finalized. 
   • Note: This will apply trust upon finalizing.
5. After all the selected invoices are processed and removed from the Drafts page, select the Invoices tab.
6. Toggle Unpaid Invoices on and toggle the other options off. 
7. Set the Issue Date filter to the month for this current round of invoices. 
8. Use the Select All checkbox, select the Bulk Actions button, and then select Send via Email to send all your unpaid invoices to your clients.
   • Learn more about your options for sending and modifying email invoices.
9. Toggle off Unpaid Invoices and toggle on Paid Invoices.
   • Invoices with applied trust or operating retainer funds and now have zero balance must also be included.
10. Repeat steps 6-7a but modify the email to indicate that the invoices are paid and that you are sending copies for your client’s reference.

Add Invoice Reminders

1. Select the Reminders tab.
2. Click the select all checkbox.
3. Select the Bulk Actions button and then select Send via Email.
   • Make sure to set up the Invoice Reminder Template in firm settings before e-mailing the invoices.
   • Learn more about Invoice Reminders.

Additional resources

Bulk invoicing is also demonstrated in the video below. Note: This video was recorded using an older version of the Smokeball web app interface. However, the process is essentially the same. 

Addendum for Applying Trust to Overdue Invoices 

1. Select the Invoices page.
2. Select the Bulk Trust Payment tab.
3. Optional: If you have multiple trust accounts, select the appropriate trust account from the dropdown menu.
4. Click the select all checkbox. 
5. Select the Pay button.