8.2 Invoicing Clients *Client Structure*

In this lesson:

• Make an Invoice

• Create an Invoice from Client Record

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An invoice is a document given to a client to show what service items they purchased and how much they cost and pay for. It's like a receipt, but it's given to the buyer before they pay. You can streamline service items and team member rates ahead of time if you did this step in Billing Settings!

Make an Invoice

By now, you have service items and rates defined. See how easy that makes making an invoice!

The simplest way to create an invoice is to:

1. Click the Global + Button.
2. Select Invoice in the second menu.

This lands you in the Invoice pop-up.

An invoice in Canopy is broken down into two main sections:

• Client and invoice details - who are you billing and why?
• Your service or line items - for what?

To get started putting together your invoice:

1. Click the dropdown and search for a client.
2. Next, you’ll input an Invoice #, otherwise, Canopy automatically numbers each invoice in sequential order. By default, it starts with 0001 and then goes to 0002, 0003, and so on.
   1. It doesn’t sequentially order on custom #'s though.
3. Then enter the date of the invoice. Note that you cannot enter a future date. Only the current date or a previous date from today.
4. Enter payment terms. If you entered a default payment term in billing settings, that appears here on every invoice you make.
5. Enter the due date. The due date reflects automatically from the invoice date and terms.
   1. For example, if your invoice date is today, and payment is due on receipt, then the due date is today. But if you change the terms, the due date also adjusts automatically. 

Add Line Items

A line item refers to any service added to an invoice, along with any quantities, rates, and prices that pertain to them.

Simply type in a service item. Service items from your Billing Settings appear in the list for you to choose from.

Then you can leave an optional description and enter a quantity - this is the duration of your service.

Then type in a rate and tax rate, if applicable. Then BAM! The service is itemized and totaled on the right-hand side of your invoice.

You can continue adding items by selecting Add line item. As you add items, the invoice tallies the total.

Write Up/Write Down vs. Discounting

WUWD stands for Write Up/Write Down. A "write-up" refers to an increase in the book value of a service, whereas a "write-down" refers to a decrease in the book value of a service.

This column is used to adjust the invoice amount "up or down" in case you want to bill the client more or less than the actual billable amount without the client seeing the adjustment.

If you want the client to see that they are getting a discount, we recommend using the Discount column when creating an invoice since the WUWD is only visible on the practitioner side!

Associate Time Entries and Expenses

If you are currently working with a client that you are making the invoice for, and you have unbilled time (WIP) or expenses, you can also associate time entries and expenses to an invoice from here. Click Add time and expenses to view time entries and expenses for this client. 

In the menu, click as many time entries and expenses that make sense. Once you’ve made your selection, click Invoice Entries.

Ok, let’s cover the other invoice options at the bottom.

• Single Line Invoice: Switch Single Line Invoice to create an invoice that shows only a description and the totals due.

• Add Client Note: To add a Client Note, switch the Client Note toggle to green.

• Terms & Conditions: To include Terms and Conditions, switch the Terms and Conditions toggle to green.

Preview the Invoice

Now that your invoice is ready to send, click Preview.

This is where you can see what the invoice looks like. Review to make sure everything looks accurate. 

Alternatively, you can create the invoice and choose to save, download or print it. 

When you’re ready to send, Click Send.

After the invoice is sent, the client is notified via email and in their client portal. In the email, they can see the invoice, the amount due, and a link to the invoice.

For you as the practitioner, you can find the invoice:

1. Under Billing
2. Click Invoices

Here you can see your invoices billed to the client.

Create Invoices from Client Record

You can create invoices from the Client record page as well. Under a Cleint's Record, click the Billing tab. Here, you’ll see a basic report of the financial activity between you and the client. As you can see, it looks just like the overall Invoices dashboard but filtered down for this client.

And wouldn’t you know, here is where you can create a new invoice.

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