Practices do not all bill the same way, and most do not bill every job the same way either. A percentage of the fee this month, hourly rate the next, an agreed lump sum on the one down the road. Quantim raises all of them from the same screen, against the same job, with the time and expenses already in it.
Start a free trial Book a demoThese are tabs across the top of one invoice, not seven different screens. Choose how this one is valued, and the lines are worked out from the job.
Type the figures. For the invoices where the number was agreed in a conversation and nothing needs calculating from the timesheets.
The staged billing most practices run on. Invoice a share of the agreed fee and the system keeps count of what is left.
Bill the time that was actually recorded. The timesheets are already in the system, so this is a selection rather than a transcription.
Bill by the grade of the person doing the work, or by the activity rather than the individual. Two more bases, for the clients who agreed their fee that way.
Bill against the fees agreed on the job, including the variations that were signed off after the original appointment.
The panel that runs down the side of every invoice. Pick a numbered point to see what it does.
Four points on this screen.
Work done but not yet billed is your money sitting in somebody else's business. Set your own numbers.
Billing a fortnight sooner does not earn you more. It just means the same money arrives a fortnight earlier, every month, permanently.
An illustration from the figures you entered, not a measured result. It assumes clients pay on terms, which is its own conversation.
What surrounds the invoice itself.
Booked expenses are selected onto the invoice rather than retyped, each line keeping its own VAT rate, because a mileage claim and a subcontractor invoice are not treated the same way.
Fees and expenses are totalled separately and then together, so the client sees what the work cost and what was spent on their behalf, and you can discount an expense line without touching the fee.
An invoice is marked interim or final, carries a client reference and a purchase order number, and covers a billing period you set rather than whatever month it happens to be raised in.
Invoice numbers take a prefix and a suffix around the number itself, so the sequence your practice already uses survives the move into the system.
A job shows whether Xero sync is on, and a committed invoice can be checked against Xero from the invoice itself rather than by opening both and comparing.
That matters because the two drift in small ways: a credit raised in one, a payment allocated in the other. Checking from here is how you find it in seconds instead of at year end.
Mistakes happen after an invoice has gone out. Raise a credit against it, uncommit it if it has not left yet, or allocate a balance across invoices where a client has paid a round number for several.
Each of those is an action on the record rather than an edit to history, which is what keeps the audit trail worth reading.
Save an invoice as a template and load it on the next one, which is what you want for a retainer or a standing monthly fee. Send it as an email from the screen, in the invoice format you have chosen.
Both the invoice history and the emails sent are kept, and the history exports to PDF, so a query about what was sent and when has an answer that does not depend on somebody's sent items.
Nothing here is a separate system. The same job, the same people and the same numbers run through all of it.
A free trial takes a few minutes to set up, and no card. Or let us walk you through it against the way your practice actually bills.
Start a free trial Book a demo