Here's how to create a manual invoice within Counsel Exchange:

1. Go to the Invoices on the left-hand side menu and click on "Invoices List."

   

2. On the right-hand side of the screen, click on the "Add Invoice" button. 

   

   1. Note that you can also click directly on the "Create Invoices" link from the Invoices drop-down menu to create an invoice. 

      

      Either option will bring you to the next step.

3. The Create Invoice screen will appear.

   

   1. Fill out the Invoice Details screen.

      Sections marked with an asterisk (*) are mandatory; click the X to remove selections. You can fill out these sections:

      • Billing Office (drop-down menu)
      • Matter (drop-down menu)
      • Invoice Number
      • Invoice Date (the date when the invoice is created)
      • Invoice Due Date
      • Linked Invoice (drop-down menu)
      • PO Number
      • Government Invoice Number
      • Billing Period (note that you can only select a date range that is max one year at a time) 
      • Whether or not you want to Enable VAT Compliance (check box) 
      • A Note to explain the scope of work completed

      

   2. Fill out any Line Items. 

      Click the up/down arrows next to Line Items to show details of any line items included. 

      

      

      Click Add Line Item to add either a Fee or an Expense. For a Fee, there is:

      • Activity Date
      • Timekeeper (drop-down menu
      • Activity Code (drop-down menu)
      • Code (drop-down menu)
      • Description
      • Cost Details, including Unity Cost, Quantity, and Discount ^%. Note that the Total Cost will continually update. 

      Fields marked with an asterisk (*) are mandatory. 

      Click on the Taxable box if the item is subject to tax. If so, you'll have to add in the Tax Code and Tax Rate. Click the Plus button to add another tax row or the Trash button to remove the tax line. The Total Tax box will continually update. 

      You'll see the Totals calculate at the bottom of the screen. Click on Save to save the Line Item, Save and Add Another to add another line item, or Cancel to back out. 

      

      For an Expense, there is:

      • Activity Date
      • Code (drop-down menu)
      • Description
      • Cost Details, including Unity Cost, Quantity, and Discount ^%. Note that the Total Cost will continually update. 

      Fields marked with an asterisk (*) are mandatory. 

      Click on the Taxable box if the item is subject to tax. If so, you'll have to add the Tax Code and Tax Rate. Click the Plus button to add another tax row or the Trash button to remove the tax line. The Total Tax box will continually update. 

      You'll see the Totals calculate at the bottom of the screen. Click on Save to save the Line Item, Save and Add Another to add another line item, or Cancel to back out. 

      

      Once you've finished adding in your Line Items, note that the totals will update within the panel. 

      

   3. Fill out any Invoice Discounts. 

      Click the up/down arrows next to Invoice Discounts to show details of any discounts included.

      

      Click Add Discount to add a discount to the invoice. There is:

      • Date
      • Discount Code (drop-down menu
      • Discount Type (drop-down menu)
      • Discount Amount
      • Description of Service  

      Fields marked with an asterisk (*) are mandatory. 

      Click on the Taxable box if the item is subject to tax. If so, you'll have to add the Tax Code and Tax Rate. Click the Plus button to add another tax row or the Trash button to remove the tax line. The Total Tax box will continually update. 

      You'll see the Totals calculate at the bottom of the screen. Click on Save to save the Line Item, Save and Add Another to add another line item, or Cancel to back out. 

      

      Once you've finished adding in your Invoice Discounts, note that the totals will update within the panel.

      

   4. Fill out any Invoice Taxes.

      Click the up/down arrows next to Invoice Taxes to show details of any taxes included.

      

      Click Add Tax to add a tax to the invoice. There is:

      • Date
      • Description of Service  
      • Tax Code 
      • Quantity
      • Amount

      Fields marked with an asterisk (*) are mandatory. You'll see the Totals calculate at the bottom of the screen. Click on Save to save the Line Item, Save and Add Another to add another line item, or Cancel to back out. 

      

      Once you've finished adding in your Taxes, note that the totals will update within the panel.

      

   5. Note that the Invoice Summary and Billing Snapshot screens will update with the added information.

   

4. Hit "Submit to Client" to send the invoice in.

   Note that you can also click on Save Invoice to save the invoice for later work, or click Cancel to back out. 

   When sending the invoice, ensure a status of Pending Approval to confirm successful submission to your client. If the invoice fails, it was not submitted and you will need to correct the errors listed and then reattempt submission.

   

   1. You can see the invoice details on the main Invoice List screen.