For a video guide on invoicing in HoudiniEsq 2.0, click here.
In HoudiniEsq 2.0 we’ve combined the Pre-Bill and Invoice Dashboard into one section, known as the Billing Dashboard. To access the Billing Dashboard, click the “Billing” link at the top left of the main interface.
To the top left, you will notice the toggle between Pre-Bill. Invoicing and Payments. Clicking this toggle will switch between the three at any time. First, we’re going to look at the Pre-Bill screen.
The Pre-Bill screen is where you can convert your billable Events and Expenses into Invoices which can be sent to the Client. Rather than having a printed Pre-Bill, like most other practice management programs, HoudiniEsq allows you to review and revise your billable items in a completely paperless fashion. Once you have selected a Matter from the left, the current Pre-Bill items will appear to the right.
You can edit any of the current entries by simply clicking on the displayed fields. For example, you can directly edit the Amount of the billable item by simply clicking the Amount field and entering the desired value.
The buttons at the top right will allow you to quickly add an Event, Expense and/or Trust Earned item. Note that for Trust Earned, you will need to have added a Trust deposit entry (either Trust or Retainer) from the Matter record’s Trust tab. Important note: You MUST add any Fees Earned in Pre-Bill, before producing the final invoice.
On the left is your list of Matters which have billable entries for the currently selected cutoff period. You can filter this list by opening the Advanced Filter, which allows you to adjust the start and end dates of the cutoff period as well as filter the list by Client, Staff and Matter Type.
The panel on the right will give you an overview of the totals associated with the current Matter in Pre-Bill. This section will also let you toggle Batch Billing, which allows you to create multiple Invoices in one session, as well as add the current Pre-Bill items to the Batch. Finally you can Invoice the current Batch by clicking the Invoice Batch button. This will send all current Batch items to the Invoicing section, where the final Invoice can then be printed.
The Invoicing menu will allow you to print, email and apply payments and credits to current Invoices in the system.
The list on the left will allow you to select a current Invoice. You can also search for a specific Invoice by Matter or Invoice Number as well. The icons at the top left will allow you to print or email a specific Invoice, as well as filter Invoices by Events and Expenses which you created, the Matter they are attached to, or the Client assigned.
Additionally, the $ icon will allow you to show or hide Invoices which have a zero balance. By default, paid invoices are hidden. The Batch icon will allow you to see Invoices generated this login session only. To refresh the invoice list, click the Refresh icon. Additionally, you can open the Advanced Filter for this menu.
The Advanced Filter is notable because in addition to filtering current Invoices by Date, Client or Matter you can also select a specific Invoice Template from the dropdown menu. You can also select the number of rows to return as well.
Clicking the Payment icon with an Invoice selected will allow you to apply a Payment to that specific Invoice. The Add Payment form will allow you to select the Payment Type, Date, and also allow for additional information fields. The Amount to be added to the Invoice will be displayed below. You can apply payments to multiple Invoices as well from this form. After entering the payment information, click Apply Payment(s) to apply, and then click Done when finished.
Clicking the Credit icon will allow you to add an Adjustment to the current Invoice. Adjustments are direct changes to the Total Amount of an Invoice and are not reflected in the line items. You can select a Type, Date and Amount as well as enter a Reason in the fields. Once you are ready to commit the Adjustment, click Save. Click Cancel to return to the Invoicing menu.
The sidebar on the right will allow you to switch between the Detail view (default) or the Invoice Preview. The Detail view will give you a summary of the currently selected Invoice. Click on Preview at the top to get a preview of the current Invoice. You can also switch between recent batch invoices and older invoices by clicking the Batch Billing icon at the top. Additionally you can Print or Email the selected Invoice with the buttons at the bottom of this sidebar.
In HoudiniEsq 2.0 build 156 and above, you will now have access to view all previous Payments made on invoices via the appropriate tab. The Payments section allows you to view all payments made by Client, Type or Date. You can also find a Payment by the date entered using the Pay Date selector field at the top.