Table of Contents:
Following along in MyCase is recommended as you read the steps in this article.
Creating an Invoice
To create a new invoice, click the Billing tab.
Click the Create Invoice button.
Enter information into the Create a New Invoice screen.
You have two options:
From Open Balances: Displays every client and matter with an open balance awaiting invoicing. Hourly matters with open time entries and expenses, as well as flat fee cases with unpaid balances, are listed here.
From Scratch: Use this option to create ad-hoc invoices for any case/matter in the system. Clicking it takes you to the Invoice Editor, where you can select a client and a case or matter to invoice.
In the right column of every case is a green link titled Invoice This Case. Clicking it takes you to the Invoice Editor, where all open balances, time entries, and expenses are automatically added to the invoice.
Invoice Customization
You can decide which information appears on your invoices and select which time or expense entry columns you want to display for your clients in Settings.
To customize your invoice:
Go to Settings.
Select Client Billing & Invoicing Settings.
Under Invoice Customization, click the Edit button.
Deselect all the columns you do not want to display on your invoices.
Click Save.
Any user can remove all time entries during creation to make expense-only invoices (and vice versa). To do this, create the invoice as you normally would, and then select the gray trash can icon on the right-hand side to remove all time entries; now, only expenses will be displayed. If you need to create invoices with time entries, follow this process, and only your time entries will be available for billing.
Note: When you remove entries from an invoice, they will not be deleted, only removed from the invoice for billing at a later time!
Setting your Invoice Theme
In MyCase, your firm has the option to choose the Invoice Theme that best represents your firm.
To change the invoice theme for all future invoices, navigate to:
Settings
Select Client Billing & Invoice Settings
Select Invoice Customization.
Select Edit.
Select the Standard or Modern Theme for all of your invoices.
Note: Once a new invoice theme is chosen, it only applies to invoices created moving forward; all previously created invoices remain with the theme they were originally created with.
The Invoice Editor
Whether you clicked Invoice This Case or opted to create an invoice from scratch, you will be taken to the Invoice Editor. This is where you can add, edit, or delete line items on the invoice, apply discounts, set up payment plans, and choose who you want to share the invoice with, among other options.
Invoice Header Block - The Invoice Header Block is where you can enter basic information about the invoice, such as the due date, client and case details, invoice number, and other relevant details. Invoices can also be added without a case by selecting 'None' from the case information section.
Accept Online Payments - If you have linked MyCase to your bank account, you will have the option to turn on online payments for this invoice. Learn more about Invoice Online Payments.
Filter by Date Range - All time and expense entries have associated dates. Specifying a start and end date in the Filter by Date Range pickers will retrieve time and expense entries that fall within those dates.
Flat Fees - All flat fee amounts will be listed here. You can add, edit, and delete/remove flat fee entries from the invoice.
Time Entries - All time entries will appear here. You can add, edit, and delete/remove time entries from the invoice.
Expense Entries - All expense entries will appear here. You can add, edit, and delete/remove expense entries from the invoice.
Create discounts and additions for items such as tax, interest, early payment discounts, etc.
Unpaid Invoice Balance Forward - When you are creating a new invoice for a case/client, you can take any previously unpaid balances and forward them onto the new invoice. Learn more about Forwarding Invoice Balances.
Adjustments- Create discounts and additions for items such as tax, interest, early payment discounts, etc.
Terms & Conditions / Notes - Enter any terms, conditions, or notes that you would like included on the invoice. Learn more about how to create default terms and conditions.
Split Billing allows you to divide an invoice by percentage between two or more linked contacts, streamlining the billing process for cases involving multiple payers. The invoice will clearly indicate what each party owes, making payment collection fast and reliable. Learn more about Split Billing.
Apply Trust & Credit Funds - If there are Trust Account or Credit funds available in your clients' account, you will be able to apply them to the invoice at this time. Learn more about Applying Trust & Credit Funds When Creating an Invoice. Show Trust & Credit Account on Invoice - You can include a summary, or full history, of a client's trust account and/or credit account on the invoice. Simply select an option for the dropdown. Learn more about including trust and credit history on an invoice.
Payment Plan - Use the payment plan feature to breakup the invoice total into individual payment installations. Learn more about how to create Payment Plans.
Share This Invoice - Select the contacts you'd like to share this invoice with by clicking the checkbox next to their name. This will post the invoice to the person's MyCase Client Portal or you can choose to share the invoice via email. Click here to learn about what your client will see when you share an invoice.
No-Case Invoicing
MyCase makes it easy for you to create an invoice for contacts whom you need to bill for a consultation, or to bill clients who need a basic task done that isn't necessarily associated with a case or matter.
When creating an invoice, select the contact first.
If the contact you've selected has cases linked to them, their cases will be available to choose from, along with an option for 'None'.
If the contact is linked to a single case, that case will be the default option.
If the contact you've selected does not have any cases linked to them, 'None' will be the only option.
To ensure the invoice is created and not linked to a case, select 'None' under the Matter section.
When an invoice is created without being linked to a case, it defaults to include a flat fee line item. Add notes and the amount of the flat fee. You can also add additional flat fees if required. Time entries and expenses will not be an option unless a case file is chosen.
After the invoice is saved, it can be shared via the client portal or emailed directly to the client's email. A payment page can also be copied and sent via text or email if online payments are enabled.
Invoices can be found in the Invoices section of the case details page.
They can also be viewed in the main Invoicing section on the Billing tab.
