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:
Type
Description
Name
The name given to the invoice profile for identification.
Type
Defines the type of the invoice profile, such as Invoice or Fee note.
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.
Hide organization tax number on draft: 
Option to hide the organization's tax number from draft invoice documents.
Approval required
Requires invoice approval before the invoice can be posted or finalized.
Display Discount
Option to displays any discounts applied to the invoice on the invoice document.
Display invoice text
Displays any custom invoice text or additional notes configured for the invoice on the generated invoice document.
NetDocuments Document Type
Links the invoice to a specific document type in the NetDocuments system.
Multi matter invoices
Allows a single invoice to include charges from multiple matters for the same client.
Proforma invoices
Enables the creation of proforma invoices for review and approval before issuing a final invoice.
Approval required
Requires invoice approval before the invoice can be posted or finalized.
Display Discount
Option to displays any discounts applied to the invoice on the invoice document.
Display invoice text
Displays the invoice total amount in written text format (e.g., "One Thousand Dollars").
NetDocuments Document Type
 Links the invoice to a specific document type in the NetDocuments system.
Multi matter invoices
Allows a single invoice to include charges from multiple matters for the same client.
Proforma invoices
Enables the creation of proforma invoices for review and approval before issuing a final invoice.
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
Type
Description
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.
Display Amount in Words
Displays the invoice total as written text (for example, "One Thousand Two Hundred Dollars and Fifty Cents") on the invoice document, providing an additional textual representation of the total amount.

Invoice Items
Type
Description
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.
Disbursement Item Description
The description that will be displayed for the disbursement item on invoices (e.g., Recipient-Reference-Narrative or Recipient-Reference or Narrative only).
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.
Require Time
Requires one time entry to be recorded before the item or process can be completed or submitted.
Require Expenses
Requires one expense or disbursement entry to be recorded before the item or process can be completed or submitted.
Quantity type
Defines how the quantity for an item is measured and recorded for hours, either be single or calculated.

Invoice Texts
Type
Description
Text type
Specifies the category or purpose of the text, such as invoice notes, fees or other predefined text types.
Language
Defines the language in which the text will be displayed or applied.
Text
The content that will be displayed on the document or on the invoice.
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
Type
Description
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.
Display Rate ClassDisplays the Rate Class associated on the time entry which determines the applicable rate, such as Partner, Associate, Solicitor, or Administrative Staff, etc.
Display Group by Person
Groups and displays invoice or billing items by the user who recorded the time or expense.
Display Item Groups
Groups similar invoice items together and displays them under their respective categories.
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

    • Connect Your User Profile With Microsoft 365

      Introduction Connecting your user profile with Microsoft 365 allows Matters.Cloud to integrate seamlessly with your Outlook email and calendar. Once connected, you can send and receive emails, manage appointments, and link communications directly to ...

    • 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 ...