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2. Invoice Sections Overview

ImmiBox organizes invoices into four simple sections:Invoices u2013 View all issued invoices.Pending Invoices u2013 Whoever is working on the case can initiate / intimate others to issue invoices. All such initiated invoices are displayed here for further actions including issuing the invoice.Create Invoices u2013 Create new invoices for a particular case by searching. Also, create custom invoices for offline cases or other activities besides cases.Payments u2013 All the payments made by clients through the integrated payment gateway against an invoice or direct payments will be listed here. These payments can be just for invoice specific, for multiple invoices together or for some other offline activity. These can be directly linked to one or more invoices.Together, these sections help you manage the entire invoice lifecycle in one place. Further details can be covered in the following sections. * click the image to view enlarged

3. Issuing an Invoice

Letu2019s start with issuing an invoice.During the case processing, a paralegal, attorney, or any internal user can initiate an invoice to trigger billing.To issue invoice from Case Details page:If the user knows the fee structure or would like to add all applicable fees to the invoice, they can Go to the Fees/Invoices section in the left sub menu.Click the button u2018Add Feeu2019 and select all applicable fees.When selected, the fee description and chargeable fee will be shown.Please note that these Fee Descriptions and corresponding Fees are all configured under 'Settings. You may review the u2018Fee Managementu2019 section separately.The user can even change the fee applicable for this case as desired to override the default configuration.On need basis, the user can also apply discounts or even add custom fees.The user can either u2018Save the Feesu2019 or u2018Issue Invoiceu2019.Alternatively, the user can select Initiate Invoice from the Actions menu, if the user does not want to issue the invoice directly and assign this task to another responsible user.Add comments and click Submit. * click the image to view enlarged

4. Initiate Invoice

Once an invoice is initiated, it gets recorded in the Pending Invoices section.A notification is sent to the accountant or assigned user as per workflow configuration.Now, the accountant reviews and issues the invoice from u2018Pending Invoicesu2019 section.If the Fees are saved in the Case Details, they will appear as is in the u2018Pending Invoicesu2019 section. However, these are all editable before issuing the invoice.If the invoice is issued directly,The invoice will be sent to the clients directly.The invoice is available under Invoices section. The same invoice is accessible in the Case Details, under Fees/Invoices section.Note that invoices are accessible only to the users who has permissions and Clients who are responsible to pay them. Invoices are not accessible to Beneficiaries in general. * click the image to view enlarged

5. Create Invoice

One can also create invoices directly.Go to the Invoices tab and select Create Invoices.Search for the case using filters, then select the required case.Add fees, edit amounts, and apply discounts.Click Issue Invoice.u201cUsing the Custom Invoices option, one can create invoices for consultations or external services by selecting a client and adding fees.u201dAll created invoices, including custom invoices, are stored in the Invoices section. * click the image to view enlarged

6. Managing Payments

Once an invoice is issued, payment handling is seamless. Make sure the payment gateway integrated into ImmiBox.The client receives an email with a Pay Now or a link option. Clicking on the 'Pay Nowu2019 button will navigate to the payment gateway page that will help clients to process the payments in either Credit Card, Debit Card or ACH.When payment is completed, itu2019s automatically recorded in the system.For offline payments, one can record them manually in two ways: * click the image to view enlarged

7. From Case Detail Page

From case Details page.Go to the fees invoices section.Click details to open the case payment Details page.On the right hand side, click payment receipt.Enter the payment information, and click submit. * click the image to view enlarged

8. From Invoices Section

From Invoices Section:Go to the Invoices page.Select the required invoice from the list.Open Invoice Details page.Click Payment Receipt.Enter the details and click Submit. * click the image to view enlarged

9. Reconcile Payments

If a client makes a combined payment for multiple invoices, it may not be automatically allocated and expect the Reconciliation done manually.Here, one can manually assign certain Invoices to the Payment received to match the amount received and receivable.Go to the Payments page,Select the payments with u2018Reconcileu2019 button.On the Payment Details page, click Adjust Payment and assign the amount to the relevant Invoices as needed.This ensures that all transactions are accurate and properly tracked.If a payment is received directly from the client, normally the system will identify and match the client automatically, if that client is already available in the system. * click the image to view enlarged

10. Client Review the Payment

After the law firm issues an invoice, the Client receives an email with Invoice as an attachment.The email includes a Pay Now button and a downloadable invoice, which also has a payment link.Clicking Pay Now redirects the petitioner to the Payment Gateway page in ImmiBox, where they can select a payment method, enter their details, and complete the payment.Once successful, a confirmation email is sent, and the payment is automatically reflected in the Payments section.Please note that the u2018Pay Nowu2019 button and Payment Link will be available only if the Payment Gateway is fully integrated within ImmiBox. This is being handled by third party and PCI DSS compliant provider, it is fully reliable and secure. * click the image to view enlarged

11. Conclusion

With ImmiBox, you can manage invoicing from start to finish u2014 initiation, issuance, and payment tracking, reconciliation u2014 all in one place. * click the image to view enlarged

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