How invoicing works
Invoices are created on a matter and billed to one of its clients. Each invoice moves through these statuses:
| Status | Meaning |
|---|---|
| Draft | Being written. It can be edited. |
| Pending approval | Submitted for approval. It can still be edited. |
| Approved | Ready to go to the client. |
| Sent to client | Issued: it has a number, an issue date and a due date, and can take payments. It's Overdue once the due date passes. |
| Paid | Fully paid. Mattersimple sets this itself when the balance reaches zero. |
| Cancelled | Withdrawn. Its time and expense entries can be billed again. |
An approver can send a pending invoice back to draft with a reason, and an approved invoice can go Back to draft. See Approving invoices.
Permissions
| To… | You need |
|---|---|
| See a matter's invoices | To see the matter, and Manage invoices or Approve invoices. |
| Create, edit, send, record payments, cancel | Manage invoices, and edit rights on the matter. |
| Approve or send back | Approve invoices. |
There's no exception for lead lawyers: without one of these permissions you don't see a matter's invoices.
Where invoices live
- A matter's Invoices tab, where new invoices are created.
- A contact's Invoices tab, for invoices billed to them.
- The Invoices page in the sidebar: every invoice you can see. See The Invoices list.
Notifications
When an invoice is submitted, everyone who can approve it is notified in Mattersimple. Every other move (approved, sent back, sent, paid, cancelled) notifies the person who created it and the person who last submitted it. You're never notified about your own actions.
Invoice settings
Payment terms (how many days clients have to pay) and default invoice notes are in General settings. Online payments are set up in Online payments.
Still need help?
Send a request to the Mattersimple team and we'll reply by email.