Add Admin Fee to Invoice
If you want to add an "Admin Fee" to your invoices you can utilize one of the "Taxes" in the program. If you do not currently calculate Taxes in Bill4Time you can use Tax 1. If you already calculate Taxes, you can utilize Tax 2 form. Follow the steps below:
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Top right, click your name and select Settings
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Go to your System tab and click Edit Settings
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Change the "Tax Mnemonic" from Tax to Admin Fee (Note* if you already are using taxes you can use the Admin Fee either as the Tax 1 or Tax 2 depending on when you want this fee to calculate before or after regular taxes)
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Then go to the Invoice Presets tab and check the box next to "Calculate Tax on Labor" (and Expenses if needed)
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Click Save Changes
You can then change these percentages on a per client basis under the Clients Invoice Presets tab if needed. If you are want this Admin Fee to only calculate on a few expenses, you can edit the Expense Type and adjust if the type should be taxable or not.
Remove "In Reference To" Header
The In Reference To header is being shown due to a selection on your invoice template or a selection on the invoice itself. When enabled, you will see this header and you will see your line items grouped by project/case/matter on your invoice(s).
Disabling/deselecting will remove that header and will organize your line items by labor and expenses overall, and not organize by project/case/matter.
Disabling this setting can be found in two possible areas:
- Via the invoice template and uncheck the Group by Project checkbox.
- Via the Invoice Details tab for this particular invoice and uncheck the Group Details by Project checkbox.
Client's Previous Payments Not Showing on Invoice
If you create an invoice and the Payments are not showing then the Payment History may be turned off in your Invoice Template.
- Go to Settings (if you are an Admin) and click on the Invoice Setup tab.
- Click on the clipboard icon next to the template you would like to edit.
- You should then be on the “Invoice Template Editor” screen.
- Scroll down until you see “Options.” Put a check mark next to “Show Payment History” and also make sure "Show Balance Due" is checked as well.
- When finished scroll up and click the Save button.
This will automatically make changes to your invoices so you would not need to delete and re-create them. Go ahead to your invoice and click the Print button to view it and make sure there are no further changes that are needed.
Default Payment Terms
You can set up your payment terms and set a default term type with the following instructions below.
- Click on your name at the top of the screen
- Then click on Settings
- Click on Custom Lists
- Click on Edit to the right of Invoice Term Types
- You can enter a new term type if needed, then click Add
- To set the default click the drop-down to select the desired option
- Then click Done
*Setting these up requires System Administration access to the Firm Settings.
To show these terms on your invoice(s) you will also need to have this option selected in your Invoice template(s.) Follow these steps to set up the invoice:
- Click on your name
- Then click on Settings
- Click on the Invoice Setup tab
- Then click the Edit icon for the desired template
- In the Options section - select "Show Invoice Terms"
- Scroll back up to the top and click the Save button
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