Invoices

The Invoices feature lets Users easily create Invoices based on data in Clarra and send those Invoices to relevant external parties directly from Clarra (with Communications enabled). You can also include payment links with the Invoices you generate, fully compatible with Clarra's Payment Integrations, allowing for a convenient and cohesive invoice and payment process. You must set up your Accounts before generating Invoices.

You can create 3 types of Invoices in Clarra:

• Single Matter Invoice
  • An Invoice concerning one Matter. You can review and edit the Invoice while creating it.
• Multiple Matter Invoices
  • If you select multiple Matters when creating a new Invoice, different Invoices will be generated for each Matter. Once you finish creating the initial Invoice, you can edit the separate Invoices for each Matter.
• Client-Specific Invoice
  • If you generate an Invoice “By Client”, you can create one Invoice covering multiple Matters the selected Client is linked with. You can review and edit the Invoice while creating it.

The ability to create Invoices by either Matter or Client makes this feature versatile, fitting both Matter-focused and Client-centric workflows. For Users generating invoices by Client, consolidating multiple Matters into a single invoice is a significant organizational advantage. To generate invoices by Client, make sure you have first set up Client Accounts.

By default, all Invoices are displayed. You can edit the Date Range and add additional filters, including Invoice Status.

Create an Invoice by Matter:

• Select the Accounting Section on the left side of the screen
• Click on the Invoices tab
• Click “+ New Invoice” on the right side of of the screen
• Select “By Matter” in the dropdown menu
• Enter the Date Range
• Select the associated Matter(s)
• Choose which Revenue Forecasts, Timeslips, and Expenses to include
• Press “Next”
• Confirm the selected Matter by checking the box on the left
• Select the associated Account
• Click “Confirm”
• Select the Items for the Invoice
• Press “Generate Invoice” in the bottom right corner

Create an Invoice by Client:

• Select the Accounting Section on the left side of the screen
• Click on the Invoices tab
• Click “+ New Invoice” on the right side of of the screen
• Select “By Client” in the dropdown menu
• Enter the Date Range
• Select the associated Client
• Choose which Revenue Forecasts, Timeslips, and Expenses to include
• Press “Next”
• Confirm the Matters and Accounts for Invoice Generation
  • Check the box to the left of the Client’s Matters you wish to include
  • Select the associated Account
• Click “Generate Draft Invoices”

Invoice Actions

There are a variety of actions you can take with a created Invoice:

• Submit for Approval
• Apply Payment
• Send via Communications
• Export
• Publish
• Clone Invoice
• Void Invoice
• Delete

Submit for Approval

If your company has set up an Approver for Invoices in the Settings on the Accounting Overview page, you can submit Invoices for Approval.

• Press the three dots to the left of the chosen Invoice
• Click “Submit for Approval”
  • Approval Status will change from “Not Submitted” to “Pending Approval”
  • Approval Status will display “Approved” once approved

Apply Payment

Payments can be manually applied to an Invoice by a User, or automatically if you have enabled the Confido Payment Integration. An Invoice must be Published to have a Payment applied to it. Users can apply either an existing Payment or create a new one for an Invoice.

• Press the three dots to the left of the chosen Invoice
• Hover over “Apply Payment”
• Select “Apply Existing Payment” or “Create New Payment”
  • Clicking “Create New Payment” will open the New Payment page, and prompt you to fill out the required fields
• Clicking “Apply Existing Payment” will open a pop-up that prompts you to select a Payment already entered in Clarra
• Select one or more Payments
• Click “Next”
• Select the desired amount from each selected Payment to apply to the Invoice
• Click “Apply Payment” to apply the Payment to the Invoice
• Relevant updates to the Payment Status and Balance Due will appear on the Invoice

Send an Invoice via Communications

You must have Communications enabled in order to send an Invoice directly from Clarra. Invoices can be sent as part of Emails and Text messages.

• Press the three dots to the left of the chosen Invoice
• Click “Send Invoice”
• Select the Communication Method
  • Email or Text
• Choose who to send the Invoice to
  • Contacts and/or Qualified Users
• Select the Invoice Format
  • Summary only
  • Summary with details
• Click “Next”
• Review the Message
  • Create a Timeslip for the Message by clicking the timer in the top right corner
• Press “Send”
• The Sent Status will update automatically

Export an Invoice

Exporting an Invoice allows you to send it via an external platform, save as part of your records, or print a physical copy.

• Press the three dots to the left of the chosen Invoice
• Hover over “Export”
• Select the file type you wish to download the Invoice as
• The Invoice will be downloaded in the chosen format

Publish an Invoice

Publishing an Invoice takes it from “Draft” Status to “Published”, and allows you to perform more actions with the Invoice. An Invoice must first be Published before it can be Submitted for Approval, have a Payment Applied to it, sent via Communications, or included in Reports. 

• Press the three dots to the left of the chosen Invoice
• Click “Publish”
• The Invoice Status will now say “Published”

Clone an Invoice

Cloning an Invoice creates a copy of the Invoice, which will appear in the Invoices tab. 

• Press the three dots to the left of the chosen Invoice
• Click “Clone Invoice”
• Click “Clone Invoice” when prompted on the pop-up
• Edit relevant information on the next pop-up
• Click “Generate Invoice”
• The copy will appear among your Invoices

Void an Invoice

Voiding an Invoice marks it as invalid. Users can still view the Invoice, but no further actions can be taken on it. 

• Press the three dots to the left of the chosen Invoice
• Click “Void Invoice”
• Select “Void Invoice” when prompted in the pop-up
• The Invoice Status will now display as “Voided”

Delete an Invoice

You can choose to Delete an Invoice to permanently remove the Invoice from Clarra.

• Press the three dots to the left of the chosen Invoice
• Click “Delete”
• Click “Delete” in the pop-up asking you to confirm deletion
• The Invoice is now deleted