Overview

The Billing module is used to keep track of billable hours and expenses, and to generate and track invoices sent to a client. It generates invoices in PDF format that are customizable to include various types of information and levels of detail.
 
 Unlike some other billing systems, AppColl stores billing items and invoices separately. You first generate one or more billing items that record fees or expenses. These billing items are subsequently and automatically linked to an invoice based on date parameters and client. If you delete an invoice, you do not delete the linked billing items. Note that a billing item can only be associated with one invoice at a time.

Create Billing Items

1. Process: In AppColl, billing items are created first, followed by invoice generation. There are several ways to create Billing Items, the most intuitive being through the billing timer. Additionally you can create billing items: 
   
   - automatically when closing tasks
   - by clicking the shortcut link for billing items
   - by clicking the Add button on the Billing Items page
   - by importing the items from a spreadhseet
   
   
2. Adding Billing Items: There are multiple ways to add billing items, the most intuitive is to click the timer, but many others exist (click link to show other ways) but the Users can add billing items by clicking the 'Add' button and filling in details such as client, matter, tasks, and billing rates. There are options for:
   • Hourly fee (based on time worked)
   • Flat fee (fixed rate)
   • Expenses (like filing fees)
   • Special billing types (e.g., UTBMS codes)
3. Billing Increments: AppColl uses 0.1-hour increments (6 minutes) for time tracking.

Generate Invoices

1. Invoice Creation: After creating billing items, users can generate invoices, specifying the client, date range, and associated matters.
2. Adding Items to Invoice: Users can choose which billing items to include in an invoice.
3. Special Features: AppColl offers functionalities like 'Do Not Invoice This Item' for deferred billing.

Record Payments

1. Payment Recording: Users can input payment details showing the invoice is being paid off. Payments can be recorded against invoices directly or from retainers.
2. Retainer Management: AppColl allows for retainer tracking and application against invoices.
3. Partial Payments: AppColl allows for partial payment recording and tracking.

Advanced Features

1. Timekeeping: AppColl supports a 'Start New Timer' feature for real-time billing.
2. Data Import: Time and billing data can be imported via CSV or XLSX formats.
3. Integration with QuickBooks Online: AppColl supports syncing with QuickBooks Online for invoice and payment management.
4. Expense Management: Users can add expenses, like PTO fees, using templates.
5. Customization: Invoices can be customized in terms of content and layout within the AppColl system's constraints.

Invoice Management

1. Creating Invoices: To create an invoice, users must have a law firm contact record. Invoices include details like fees, expenses, client information, and payment instructions.
2. Invoice Customization: Users can customize invoice sections and their order.
3. PDF and LEDES Files: Invoices can be generated as both PDF and electronic form LEDES

Additional Functions

1. Locking Invoices: Invoices can be locked to prevent changes.
2. Bulk Operations: Multiple invoices can be generated, emailed, or processed simultaneously.
3. Invoice Numbering: Users can set specific starting numbers for invoice numbering.
4. Tracking Flat Rate Projects: Time spent on flat rate projects can be tracked and merged into a single billing item