How to setup Invoice Profile

How To Setup An Invoice Profile

Introduction

Invoice profiles in Matters.Cloud are used to define the specific settings and preferences for generating and managing invoices. These profiles allow firms to customize invoice formats, determine billing rates, and specify the details that should be included in each invoice. By setting up invoice profiles, firms can streamline their billing process, ensuring consistency, accuracy, and alignment with client expectations.

Setting Up Invoice Profiles

Invoice profiles allow you to define the layout and content of your invoices. This section will guide you through configuring invoice profiles to suit your firm's needs.

Steps to Create Invoice Profiles:

  1. Navigate to Setup > Invoices > Invoice profiles.
  2. Click New invoice profile or select an existing one to modify.
  3. Customize the layout by selecting the features you want to include (e.g., due dates, item total, conversion currency, etc.).
  4. Hit Submit to save the profile to apply it to future invoices.

Setting Up the Invoice Name Format

When creating or editing an invoice profile, you can define the format for how the invoice name will appear. This allows you to include key details like the client name, invoice number, and other relevant information directly in the invoice name.

To set up the Invoice Name Format, follow these steps:

  1. Navigate to Setup > Invoices > Invoice profiles.
  2. Either create a new invoice profile or select an existing one to modify.
  3. In the Invoice Name Format field, input the desired format for the invoice name.
  4. Use the available tags to customize the format. Here's how the tags work:

Available Tags: 

  • [client_name] – Replaces this tag with the name of the client associated with the invoice.
  • [invoice_number] – Replaces this tag with the unique invoice number generated for the invoice.
  • [invoice_date] – Replaces this tag with the date the invoice is created.
  • [entity_name] – Replaces this tag with the name of the entity associated with the invoice.
  • [invoice] – This can be used to reference the invoice itself or its type, depending on your setup.
Info

For example, to create an invoice name like ClientName_001/03/2025, you would enter the following.

[client_name]_[invoice_number]

  • Additional Information

    • Hover for Help: When you're unsure about which tag to use, hover over the ? icon next to the Invoice Name Format field. This will display a list of available tags and their definitions.
    • Customizing the Format: You can also combine multiple tags, separators, or static text to match your preferred naming convention. For example, you could use the format: [client_name]_[invoice_number]_[invoice_date]

Editing an Existing Invoice Profile

To edit an existing invoice profile:

  1. Navigate to Setup > Invoices > Invoice profiles.
  2. On the list of existing invoice profiles, click the profile you wish to edit.
  3. Update the fields or settings as needed (e.g., change the template, adjust billing rates, etc.).
  4. After making the necessary adjustments, click Save to update the profile.

Info
Optional: You may also integrate your invoice profile by adding your Company logo through the Image section. For the logo to display clearly and without distortion, we recommend uploading an image sized 400×160 pixels in PNG format. Using these dimensions ensures the logo fits correctly within the invoice layout.

Your changes will be applied to future invoices created with this profile.


Field List for Invoice Profile Form

Here's a breakdown of the fields you'll encounter when creating or editing an invoice profile:

Profile Information:
Name: The name given to the invoice profile for identification.
Alternate Profile: Option to select or link to another invoice profile as an alternative for specific matters.
Type: Defines the type of the invoice profile, such as Invoice or Fee note.

Invoice:
Fees Detail: The section to include details about fees charged in the invoice (e.g., Summary, Group by activity, Group by phase).
Conversion Currency: Specifies the currency for invoicing if different from the default.
Szamlazz Export: A setting that allows exporting invoice data to Szamlazz.hu for Hungarian invoicing compliance.
Display Discount: Option to display any discounts applied to the invoice.
NetDocuments Document Type: Links the invoice to a specific document type in the NetDocuments system.
Cc Email: An email address where a copy of the invoice can be sent (other than the recipient).
Email a Copy to Sender: Option to send a copy of the invoice to the sender's email.
Number Type: Defines how invoice numbers are generated (e.g., System, Year/Month By Profile).
Prefix: A prefix that can be added to the invoice number.
Number Format: Defines the format for invoice numbers (e.g., prefix, number, suffix).
Suffix: A suffix that can be added to the invoice number (e.g., /[month]/[year]).
Invoice Name Format: Format for the invoice name (e.g., [client_name]_[invoice_number]).

Invoice Header:
Image: Option to upload a logo or image to be displayed in the header of the invoice.
Organization: The organization name to appear on the invoice header.
Display Border: Option to display a border around the invoice.
Display URL: Option to display the organization's website URL on the invoice.
Display Created By: Displays the name of the person who created the invoice.
Display Due Date: Displays the due date for payment on the invoice.
Display Date of Supply: Displays the date the goods/services were supplied.

Invoice Items:
Item Dates: Option to display dates for each item on the invoice.
Item Numbers: Displays item numbers or SKU for each service/product billed.
Item Type: Defines the type of items (e.g., hourly, fixed-rate).
Item Quantity: Displays the quantity of items/services billed.
Item Tax Rate: The applicable tax rate for each item.
Item Tax: The calculated tax amount for each item.
Item Total: The total amount for each item, including tax.

Invoice Texts:
Invoice Footer: Option to add a footer to the invoice, such as terms or additional notes.
Signature Image: Option to upload an image for a signature at the footer of the invoice.
Footer Text: Custom text to be displayed in the footer of the invoice.
Detail Text: Custom text displayed alongside invoice details.

Time Details:
Print Details: Option to include detailed time entries on the printed invoice.
Display Person: Displays the name of the person who worked on the matter (if applicable).
Display Rate: Displays the hourly rate or fee for the person working on the matter.
Display Activity: Displays the activity or service rendered for each time entry.
Display Amount: Displays the total amount for each time entry.
Require Time for Fees: Specifies if time tracking is required to bill fees.
Rate Type: Defines the rate type (e.g., original or billed).
Amount Type: Defines whether amounts are shown as original or billed.
Hours Format: Defines how hours are displayed (e.g., in decimal or standard time format).

 Troubleshooting Common Issues

  • Missing Hourly Rates on Invoices: If hourly rates are not appearing, double-check that the rate is set up in the Rates section and that the correct profile is applied.

  • Invoices Not Reflecting Recent Time Entries: Ensure that time entries are logged and saved correctly before generating an invoice.

  • Invoice Profile Errors: If the wrong columns or layout are appearing, revisit the Invoice Profiles section and adjust the selected options.

Related Articles:


Conclusion

Invoice profiles provide firms with the flexibility and control to streamline their billing processes. By setting up and customizing invoice profiles, firms can ensure consistency, accuracy, and professionalism in the invoices they generate. The ability to create and edit profiles, along with a range of customizable fields, allows for a tailored invoicing experience that meets the specific needs of each client and matter.


    • Related Articles

    • Using the Invoice Lock Date in Matters.Cloud

      Introduction In this knowledge base article, we'll guide you through the steps of setting an invoice lock date within the platform. The invoice lock date is designed to maintain the integrity of your financial records. By setting an invoice lock ...

    • How to Update the Address Used on an Invoice

      Introduction Keeping your firm's address information up to date is essential to ensure that all invoices reflect the correct details. If your firm has recently moved premises or needs to amend its invoicing address, you can easily update this ...

    • Xero: Importing Invoice Payments

      Introduction Integrating Matters.Cloud with Xero enables seamless importation of invoice payments, whether they are automatically reconciled or manually entered in Xero. This guide will walk you through the process of importing these payments into ...

    • Getting Started With Matters.Cloud

      Introduction Welcome to Matters.Cloud, your all-in-one cloud-based solution for modern legal practice management. Whether you're managing a bustling law firm, a corporate legal department, or operating as an independent practitioner, Matters.Cloud is ...

    • Szamlazz: Setting Up Your Integration

      Introduction The Matters.Cloud + Szamlazz integration is available to all Szamlazz subscribers and allows users to: Export Invoices from Matters.Cloud to create Invoices in Szamlazz. Pre-requisites In order to link a Matters.Cloud account to Szamlazz ...