Invoice a matter
Turn a matter's unbilled fees and disbursements into an invoice, finalise it, and record the payment.
On this page
See what a matter has cost, from wherever you are
Click a matter wherever one is named beside some time: Old Time (30+ days unbilled), the Time & Fees Report and the Time Written Off Report.
The Time Entry grid opens with Editable off, above the table: nothing on it can be changed, and each matter name is a link you can click straight through. Tick Editable to change entries in place. The matter name then becomes the picker that moves an entry to another matter, so the panel opens from the small arrow beside it. We remember your choice for that table.
A panel opens on the right with every time entry and every disbursement recorded against that matter, each marked Unbilled, Billed or Written off, whatever the screen behind it was filtered to.
Each section totals itself, time entries also showing the hours, and the bar at the bottom gives the matter's total with unbilled, billed and written off split out.
Each amount is what the client is charged. Where an invoice marked an entry up, discounted it or set a fixed total, the amount it was recorded at shows beside it, struck through. The total at the foot is what the matter is charged, with the recorded total beside it when the two differ.
Open the matter at the top goes to the matter itself, which is where entries are edited. The panel only shows.
The Time & Fees Report and the Time Written Off Report name the matter on each entry only when they are showing more than one. On a matter’s own tab every entry is that matter, so the name would repeat itself.
Open the matter's Invoices tab
Open the matter. Click the Invoices tab.
The status pills at the top filter the list. Under Review, Sent and Overdue are on by default. Click a pill to turn it on or off.
Each row shows the invoice number, debtor, issued and due dates, status, total and amount due.
Foster v Foster - Parenting Orders
projects · 04/01/2026
Read the list
Click the two date fields to limit the list to invoices issued between those dates.
Click the three dots on a row. The menu opens under the dots: Preview PDF, Download PDF and Download Word, then Copy payment link and Pay from trust later, then Edit invoice, and Void invoice last, on its own.
Click the sliders icon to open the invoice template settings. Click the arrows icon for full screen.
| Invoice | Debtor | Issued | Due | Status | Total | Amount due | |
|---|---|---|---|---|---|---|---|
| INV-1043 | Rebecca Foster | 30/06/2026 | 30/07/2026 | Overdue | $13,475.00 | $13,475.00 | Record payment |
Create an invoice
Click Create invoice.
Pick the Debtor. Add a Responsible partner, Our reference and Your reference if you use them.
Subject starts as the matter's name. A Detailed invoice prints it after RE:, and every other template prints it after Matter:. Type over it to print your own subject. Clear the box to go back to the matter's name.
To change the subject after the invoice is made, open the row's menu and click Edit invoice.
Tick the entries under Unbilled fees and Unbilled disbursements that this invoice bills. Untick anything you want to leave for a later invoice.
Check Total (inc. GST) and Amount due. Type a figure under Additional discount on total to take an amount or a percentage off.
Tick Split into multiple invoices to bill one set of fees as several invoices. Set Number of invoices, then choose Equal split or Different amounts.
Give each invoice its own Billed to and its own description. Two purchasers buying two lots get one invoice each, in their own name.
An invoice whose Billed to you leave alone bills the Debtor at the top. Click Use the debtor above to put one back.
Click Create Draft to save it as Under Review. Click Create and Finalise to mark it Sent straight away.
Create invoice
Manage invoice templateMore than one shows as separate paragraphs on the invoice, one per line.
Client: Rebecca Foster (same as Debtor)
Printed after Matter: on the invoice. It starts as the matter's name.
Shown in its own "Additional details" section on the invoice, below the totals.
Unbilled fees (2/2 selected)
Apportion selected fees
Finalise and send
For an Under Review invoice, click Finalise on its row. The status changes to Sent and the invoice is locked.
Click the three dots and choose Preview PDF to read it, or Download PDF or Download Word to send it yourself.
Preview or download an invoice that is still Under Review and every page carries DRAFT across it. The Word copy says it at the top of every page. Finalise it first and the watermark is gone.
Click Copy payment link to give the client a link to pay online. It only appears once the invoice is Sent and card payments are set up under Admin, then Billing, in Getting paid.
The link carries the invoice with it. Your client opens a page naming your business, the invoice number, the due date and the amount. The card page they pay on reads Invoice INV-000123 rather than just your name.
Your own Stripe account then lists that payment against the invoice number, the due date and the client it names. You match a payment to a bill there, without coming back here.
The link fixes all of that the moment you copy it. Change the invoice afterwards and the link still asks for what it asked for, because somebody may have it open. Make a new one to charge the new amount.
The page your client opens names your business, the invoice and the amount, and nothing more. It leaves out the matter, the lines and their own name, so a link forwarded to the wrong person gives nothing away.
When the client pays, the invoice updates by itself. A receipt with Card as its Payment Method is added to Receipts, the invoice's payments and amount due change, and its status becomes Paid once nothing is owed. Admins get the Invoice paid by card notification.
Do not use Record payment for money paid through the link. It is already recorded, and recording it again counts it twice.
| Invoice | Debtor | Issued | Due | Status | Total | Amount due | |
|---|---|---|---|---|---|---|---|
| INV-1047 | Amelia Foster | 04/09/2026 | 04/10/2026 | Under Review | $3,520.00 | $3,520.00 |
Click Finalise on the row to lock it and mark it Sent.
Record a payment
Click Record payment on the row.
Check Date and Amount received. Pick the Payment method and type the Reference.
To write off what is left, choose Waive the remaining balance and type a Waiver reason. To bill a different total, choose Set a new invoice total.
Click Generate receipt. The receipt opens as a PDF, and the row's menu gains Download receipt.
Record payment
INV-1043 · Amount due $13,475.00
Pay from trust on a later day
Click the three dots on a Sent or Overdue row and choose Pay from trust later.
Pay in (days) starts at 7. Change it, and Pays on shows the day it will be paid. Where the practice has more than one trust account, pick the Trust account to pay from.
Click Schedule payment. The row shows From trust and the day under its status.
On that day the invoice is paid from trust as Record payment with Pay from trust would pay it, with a receipt, recorded as paid by you. It pays what is owed, or what the matter holds in that account if that is less.
To change the day or the account, choose Change payment from trust. To stop it, choose Cancel payment from trust. Voiding the invoice or recording its payment first stops it too.
Change or void an invoice
Click the three dots and choose Edit invoice to change the Status, Due date, Payments, Trust applied or Waived amount. Click Save.
Choose Void invoice to cancel a sent invoice. Its fees and disbursements go back to unbilled.
Click Write off fees above the list to write off unbilled fees without invoicing them. Only an admin sees this button.