The bulk invoicing window has been designed to speed up the rate in which end of month billing is done, and we have packed it full of 'the little things' that make the process so much easier.
We have listened to client feedback and requests over the years to add a number of 'mini features' to make the process as quick as possible.
The most important first thing to note is that the bulk billing window will only show you matters that have unbilled WIP.
Bulk Invoicing Filters
When using bulk invoicing, you are able to use a number of pre-defined filters on screen.
1. Choose to view only matters with unbilled WIP filtered by either Owner, Primary Fee Earner or Matter Class.
2. The Invoice Up To date will filter the matters to only show those that had unbilled WIP up until the date you have specified. It will also only add WIP up until that date. For example, if today is the 5th of May, but you want to invoice up until the last day of April, the Invoice Up To filter will only show you matters that had WIP on them up until the last day of April, but even if WIP had been entered on that matter in May, those entries will no show in the bulk invoicing window.
3. The search filter allows you to search for both letters and numbers, but do not use symb9ols such as $ signs.
4. The Invoice Template field allows you to choose which template you would like to use to generate your selected invoices. For example, if you filter by Owner and that owner has their own invoice template, you are able to select in bulk those invoices and each will be generated using that template. You can then filter by another matter owner (or any other filter) and apply a different invoice template to those.
5. The Email Template field is similar to the above in that it will be the email template that is used when emailing out all of the selected invoices.
Bulk Invoicing Layout
The bulk invoicing window sets out each matter within the specified invoice up to date that has unbilled WIP on it, observing any filters you may have added.
Each matter is given it's own line.
On the initial window, SILQ will display:
1. The matter number
2. Description of the matter
3. Client Name
4. The amount that has been previously billed
5. The outstanding amount (Inc GST) - this is the amount yet to be paid from previously billed invoices
6. The unbilled amounts for the matter broken down by ex, inc and GST amounts
Quick editing of unbilled WIP per matter
To view and edit the unbilled work that will display on each invoice, click on the edit icon:
This will open a window to the right of the screen.
Along with the matter specific summaries (which update dynamically as you make changes to the invoice), this screen is where you will find the 'mini features' described previously that will fast-track your end of month billing process. These include:
1. You can edit each individual time entry direct from this window, without having to flick to another screen to edit any wording. If there is any incorrect text, you simply place your cursor in the relevant text box and make the necessary change.
2. Spell check has been added to this window so any incorrectly spelled words will be underlined in red making it easy to review and fix.
3. There is a Find & Replace button. This is very useful for example if your clients name is John Smith and the Principal's have determined that any mention of the client on the invoice should be referred to as Mr Smith, however the fee earner may have entered his name as John. Similarly, there may not have been capitals applied to a name etc. In this instance you can search for John and replace it with Mr Smith, cutting down a huge amount of time in editing all entries.
4. You are able to re-calculate the time entries, specific to only that invoice, if you identify that the wrong rate has been used. Rather than editing each time entry individually, the re-calculate button makes it very quick, whilst still giving you the autonomy to only change those you deem necessary.
5. You are able to re-order the time entries within a given date using simple drag & drop. For example, say a fee earner puts their time in at the end of the day. That day, for the same matter, they reviewed a contract and responded to the client with amendments. But they added in the amendments time entry first and the review time entry second. This can look odd on an invoice. In this instance, you are able to simply drag the review time entry to be above the amendments time entry.
6. The 3 dots on the end of each individual time entry provide you with a further 6 options.
a. Edit - this will open up the time entry box as you would see it in the WIP window
b. Duplicate Entry - this will add a new entry underneath the one you are duplicating
c. Write Off - this will remove the entry from this bulk invoicing window, however the write off will be visible in the WIP window
d. Move Entry - this is especially useful if the time has been entered into the wrong matter
e. Split Time Entry - This is useful if there are 2 related matters where a fee earner has done the work once, but the fee should be split between the 2 matters. You are able to specify the exact amount to split and which matter to split to
f. Delete - whilst not recommended (it would be better to write off a time entry so that there is still a record of the work done) you are able to delete any irrelevant or duplicate time entries from this window
Bulk Preview
The 'Bulk Preview' button allows you to preview invoices using the relevant invoice template to view it as you would when the invoice is approved and created.
You can read more about bulk preview best practices here.
Create Bulk Invoices
Clicking on the 'Create Bulk Invoices' button creates the invoices. No other action is taken in this instance. The invoices now exist and can be viewed from the invoices window, however they have not been generated or emailed.
Create + Generate Bulk Invoices
Clicking on the 'Create + Generate Bulk Invoices' button actually generates the invoices. The invoices now exist and can be viewed from the invoices window, plus you will have the option on screen to do one of the following:
1. View All - these will open up as new tabs in your browser
2. Download All - this will download a zip file that will need to be unzipped
3. View each invoice individually using the button that resembles and eye
4. Rename or move each individual invoice to a new folder location
5. Download each invoice individually
6. Email each invoice individually - you will be able to select the email template after having pressed this button
Create + Generate Bulk Invoices
Clicking on the 'Create + Email Bulk Invoices' button is the most efficient way to finalise approved invoices. By clicking this button, SILQ will create the invoices, generate them using the specified invoice template, attach them to the specified email template and save both the invoice PDF and the email to the relevant matter folder once you have pressed send.
