Editing Invoices

Practice offers two methods for editing invoices:

• Editing in Practice. You can update most invoice information, including the totals, paragraphs, headers, and footers, in the Practice invoice editor. When you perform all your invoice edits in Practice, you can change billing decisions at any point before printing or posting the final invoice. Instructions for using the Practice invoice editor are included in this topic.
• Advanced editing mode. This mode allows you to edit invoices created in Practice using Microsoft® Word or Adobe® Acrobat® . You have full control over the appearance and content of your invoice in this mode, and the final updated invoice can be uploaded to Practice for your records. However, once you edit an invoice in Word or Acrobat®, you cannot change billing decisions without losing the edits made outside of Practice. For this reason, we recommend that you use the advanced editing mode only when you know that no more changes are needed to the billing decisions. See Editing an Invoice in Microsoft® Word or Adobe® Acrobat® for more information.

Notes:

• Posted, final printed, and reversed invoices cannot be edited.
• Edits are applied only to the open invoice and not the invoice template. For information on updating the invoice template, see Managing an Invoice Template.

To edit an invoice in Practice, do the following:

1. Locate the invoice on the Invoices list.

   Note: You can also access invoices from the Clients or Projects list.

   1. Open Dashboard, click Application Links on the navigation panel, and then click Bill WIP under Billing & Invoicing.
   2. Click either the Clients or Projects tab.
   3. Click  next to a client or project to display the invoices for that client or project.
2. Click Actions > Edit next to the invoice you want to edit.
3. Review and edit the billing decisions on the WIP associated with the invoice, if necessary. See Making Billing Decisions for more information.
4. Click Edit Invoice.
5. Edit the invoice components as needed.

   Invoice Content	Description
   Address	Click one of the following: Edit. Click to update the client address for this invoice without updating the client profile. See Editing the Client Address on an Invoice for information. Reset to Client Profile. If you have already edited the client address, click this button to revert the address to the address in the client profile.
   Invoice Title	Enter the title for the invoice.
   Invoice Review Note	Enter a note to help when reviewing the invoice. This note is not visible to the client.
   General Invoice Information	You can update the following invoice information: Number. Displays the next sequential invoice number based on your firm’s settings. If you want to use a different number for the invoice, you can enter any unused invoice number. See Setting Billing Options for the Firm for more information. Status. Select the status of the invoice. See Changing the Invoice Status for more information. Note: You cannot edit the invoice date.
   Add New Sections	Click +Add for each section you want to include in the invoice. Service/Expense. See Managing Invoice Services and Expenses for more information. Paragraph. See Managing Invoice Paragraphs for more information. AR Aging. If the template you selected does not already have AR aging included, you can add an AR aging section. By default, this section displays at the bottom of the invoice. AR Statement. This section includes the client’s AR detail. Select the statement template, cutoff date, and the balance forward date. Note: If the client is part of a billing group and the invoice is for the principal client, the data displayed is for all clients in the billing group. Page Break. This option adds a page break at the bottom of the invoice by default. Note: You can drag any of the sections up or down to change the order in the invoice.
   Totals Section	This section is always available on the invoice. To update the totals section options, hover over the section and click Edit. Labels. Update the label for each total type, if necessary. Note: Clearing the check box next to a total will prevent that total from displaying in the totals section of the invoice. If needed, you can use a paragraph to put information about a hidden total in the invoice. Example: You would like to add detailed information about the courtesy discount that is being applied to an invoice. In the totals section, you clear the Courtesy Discount check box. Then, in the paragraph section, you can insert a paragraph describing the courtesy discount, along with the amount of the discount. MISC. Select how taxes will display in the totals. See Overriding Sales Tax for more information on sales tax.
   Document Options	Template. Select an invoice template from the Template list, if necessary. Custom templates are listed first in alphabetical order, followed by the default templates. See Invoice Templates Included with Practice for more information. If you select a different template, any sections you have edited or added are retained. Font. Select the font and font size to use for the template. You can also select whether to apply the font to the header and footer of the template. Note: The font specified in the firm-level billing options is selected by default. Invoices that were created before a firm-level default was selected retain their original font.

6. Click Preview at the top of the window to display the invoice. The preview is not editable. Click Billing Decisions or Edit Invoice if you need to make any adjustments.

   Notes: 

   • To scroll through the preview, you must first click inside of the preview.
   • If needed, you can make additional adjustments to the appearance or content of the invoice in Microsoft® Word or Adobe® Acrobat® at this point. See Editing an Invoice in Microsoft® Word or Adobe® Acrobat® for instructions.
7. Click one or more of the following options:
   • Click Save or Save > Save and Close to save your changes.
   • Click Print > Edit to print a draft invoice. See Printing an Editable Invoice for more information.
   • Click Print > Final to final print an invoice when it has completed the review process and is ready to be sent to the client. The invoice status is changed to Final. See Printing a Final Invoice for more information.
   • Click Post to post the invoice. See Posting an Invoice for more information.