The My Invoicing -section displays your billable matters and preliminary invoices.

Viewing my billable matters

"My Billable Matters" displays a list of your matters which are ready for invoicing. It lists matters

• Where you have the role of owner, responsible person or assistant AND
• Which have uninvoiced transactions / expenses with dates falling within or preceding the matter's current invoicing period.

You can search for a matter with its subject, number or principal’s name.

For billable matters, you’ll see their status, red note flag informing about important notes, the matter principal, number, subject and invoicing period.

The total net amount shows the total amount of unbilled entries in the matter’s currency.

By selecting a billable matter from the list, you can view further details of the matter on separate tabs.

• General: Displays the basic details of the matter and enables viewing principal details.
• Billable entries: Lists all billable transactions and expenses recorded in the matter. Transaction prices (hour/unit and total price) are displayed in the currency of the matter. Expense prices are displayed in the bookkeeping currency of the software.
• Payers: Lists all matter-related payers displaying their type (company / private person), name, party roles in the matter, and payer share.
• Notes: Displays all matter-related notes.

In the General tab, you can create a preliminary invoice for the matter

Creating preliminary invoices from billable matters

The “Create preliminary invoice” button on the billable matter screen creates a preliminary invoice for the matter.

The preliminary invoice contains all uninvoiced transactions and expenses having their date until the end date of the invoicing period of the matter.

If the preliminary invoice creation fails, the app displays an error message and redirects you to the billable matter screen. Reasons which may prevent creating a preliminary invoice are:

• The billable matter has sub-matters that are invoiced through the main matter
• The billable matter has incomplete transactions, e.g. due to lacking value in fields which are set mandatory in the software
• The matter has an existing open, reviewed, or uplifted/downlifted preliminary invoice
• The payer has an active discount table.

Reviewing my preliminary invoices

The app enables you to review preliminary invoices but not to approve them.

The “My preliminary invoices” section displays a list of preliminary invoices which await your review.

The quickest way to check if you have any preliminary invoices which await your review is to click the Notification button on the top menu.

In case you have a lot of preliminary invoices to be reviewed, you can search for a specific one from the list with the subject or number of the matter, or the principal’s name.

For each preliminary invoice the app displays the matter number and subject, principal’s name, invoicing period and the total net amount both in the system and matter currency. If important notes have been added to the preliminary invoice, they are indicated with a red icon. Important related notes e.g., notes added to the matter principal of the preliminary invoice are shown with a blue icon. Normal notes are indicated with a yellow icon.

When you click on a preliminary invoice, the app opens its screen and displays the following details as tabs:

• General: Review status of the preliminary invoice (In Review/Reviewed/Open), the matter’s principal, number and subject, invoicing period and the total net amount of entries in the matter currency. If the matter has important notes, a red note indicator is displayed after the status icon.
• Billable entries: All transactions on the preliminary invoice with their date, status, subject, author, billable hours/quantity and hour/unit and total price in the matter currency. All expenses with their date, subject, author and the total price in bookkeeping currency.
• Payers: All parties set as payers in the matter, with their customer type, name, party roles in matter, and payer share.
• Notes: All notes added to the preliminary invoice with their author, note text, and creation date.

The action buttons available for the preliminary invoice depend on its review status.

• When the preliminary invoice has status "In Review", you can mark it reviewed on your behalf or skip the review. Both functions move the preliminary invoice to the next reviewer.

  

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  When the preliminary invoice has status "Reviewed", it has been reviewed by all the users in the review process and awaits approval. The app provides a notification of the approval need and displays it on your list of preliminary invoices but does not enable the actual approval. You need to open the CSI software to approve it. 

• When the preliminary invoice status is "Open", the preliminary invoice review process is not in use. The preliminary invoice in the app has no review buttons, and you need to open the CSI software to mark the preliminary invoice as approved.