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Add and edit billing entities

Settings - Practice Management

Firm billing entities are useful for firms with multiple offices that require separate default invoice and statement templates. The default firm billing entity is identical to the firm details. This entity CANNOT be deleted. However, you can edit various fields, such as the firm's address and phone numbers.

Firms with a single firm billing entity will not see any changes, as the additional billing entity filters and labels are only displayed if there are more than one billing entity set up.

There are two stages to setting up billing in Practice Manager, the billing entity and the general (global) settings. As you will see below, there are a range of billing settings available. You can select the ones that apply to you and leave the rest blank. You can enter default invoice text when you customise job types. There are various options for hiding or displaying the time and disbursements that have been added to the job. Once you have set up your default invoice options you can override these for individual invoices, if required.

Add a billing entity

Click Settings > Practice Management > Billing Entities.
Click Add Billing Entity.

Enter the details and select the applicable settings, then click Save.

Contact details	Enter the billing entity's name, code, GST number and contact details.
Default templates	Select the templates and emails you want to apply to the billing entity's invoices, credit notes and statements. Unless you are using your own custom billing templates, we recommend the Invoice or Invoice Full templates. They have an enhanced layout and are designed for window envelopes. The Statement Aged template shows 30, 60 and 60+ days ageing of the debt.
Invoice layout	Select the layouts you want to apply to the Time, Disbursement and Adjustment areas in invoices.
	Clear the Job Heading check box, if you do not want job headings displayed on invoices. This setting is enabled by default and applies when there are multiple clients on one invoice. You can edit this setting on an individual invoice later, via the Change Layout button.
	Clear the Client Name check box, if you do not want client names displayed on invoices. This setting is enabled by default and applies when there are multiple clients on one invoice. You can edit this setting on an individual invoice later, via the Change Layout button.
	Set a number to use for the Next Invoice Number. This setting applies to finalised invoices only. If you have multiple billing entities, they will have a default number set that differs a lot from the other entities. This is so each billing entity has a sequential invoice numbering system. You can edit the number to utilise unused invoice numbers. These occur when invoices are deleted and as a result, there are gaps in the number sequence. If an unused invoice number is entered into the Next Invoice Number field, it is used when the next invoice is created for the entity, even if the numbers after it have been used. Once the number gap has been filled, the software uses the next available invoice number for any new invoices. Click the Change button. Enter a prefix, the next invoice number and a suffix. Click Save.
	Select the Default Invoice Due Date type and type the required number of days.
	Type an message to appear on invoices, for example, "Please pay within 7 days". You can change the default message for a particular invoice later, or choose NOT to display it.
Payment options	Select the payment options you want to offer the billing entity, and enter your firm's direct credit and/or credit card details.
Payment options	Select your payment options using the check boxes and type your firm's direct credit and/or credit card details, if applicable.
Other options	Select a Debtor Notes Category, if you want to record debtor related notes.
Other options	Select the Display Watermarks on Draft Invoices check box, if required.