Finance, invoices and payments

Issue an invoice

Invoice for work you’ve delivered, with lines by category so clients see exactly what they’re paying for.

1. 1

   Open Finance

   In the sidebar, under Records, choose Finance and select New invoice at the top right. Staff log billable time on a matter’s Billing tab.

2. 2

   Add lines

   Professional fees, disbursements and taxes, each on its own line. Government fees go on as a disbursement with their official source.

3. 3

   Check the services are recorded

   An earned-fee invoice needs delivered services or incurred costs behind it. Before that, use a quote or an advance request.

4. 4

   Issue it

   Once issued, an invoice can’t be edited. To fix one, issue a credit note. The client sees it with your firm named as the payee.

Record a manual bank payment

When a client pays by bank transfer, record it so the invoice and the ledger agree.

1. 1

   Open Finance, then Payments

   In the sidebar, under Records, choose Finance and open the Payments tab to record the payment.

2. 2

   Enter the details

   Amount, date, bank reference and which account received it.

3. 3

   Attach proof

   Add the bank statement line or remittance note.

4. 4

   It stays pending

   The payment stays pending until it’s matched on the Reconciliation tab.

Advance payments and the client account

Money paid before work is done belongs to the client until it’s earned. Casevoya keeps it separate.

1. 1

   Send an advance request

   Not an invoice. The client sees it as money held for them.

2. 2

   Receive it into the client account

   It shows on Finance › Client funds as money held for the client, a liability, not revenue.

3. 3

   Transfer what’s earned

   When work is delivered, raise an earned-fee transfer. It needs approval, and only verified funds can be moved.

4. 4

   Reconcile monthly

   Use Finance › Reconciliation. Bank, ledger and client balances should agree; differences are flagged.

Refunds, credits and disputes

Refunds, credit notes and disputes each have their own record, so nothing gets counted twice.

1. 1

   Credit an invoice

   Issued invoices can’t be edited. Use a credit note to reduce or cancel what the client owes.

2. 2

   Refund a payment

   Choose the payment and the amount. Partial refunds are fine. Refunding a payment is not the same as crediting an invoice.

3. 3

   Track a dispute

   Open Finance › Refunds and disputes. Each dispute has its own status and the evidence you send.

4. 4

   Client view

   Clients see “Refund on its way” with a typical timeframe, then “Refunded”.

Screen by screen

Each frame comes from the walkthrough, with the part being explained outlined. Select a frame to play from that moment.

1. 
   02Find it0:07

   Open Finance from the left sidebar, under Records.

2. 
   03Header0:11

   The header shows the currency, CAD, and the demo firm, Northgate Demo Immigration, with a New invoice button at the top right.

3. 
   04Tabs0:20

   Tabs run across the top: Invoices, Payments, and Client funds.

4. 
   05More tabs0:25

   They continue with Reconciliation, Refunds and disputes, and Opening balances.

5. 
   06Separation0:30

   The description sets the rule: client account advances and government fees paid to IRCC stay separate, and a payment never changes a government status.

6. 
   07Summary cards0:40

   Four cards give a summary: Owed, Overdue, and Received by card, all CAD 0.00 here. The last card, Card payments, shows Off until a Stripe account is set up.

7. 
   08Filter0:52

   Search invoices, clients or matters, then filter by All, Issued, Partially paid, Overdue, Paid, or Voided or credited.

8. 
   09Empty state1:02

   For now, it says No invoices yet. You issue an invoice for delivered work or an incurred cost on a matter, and the client pays it in their portal. Start with New invoice.

9. 
   10Recap1:12

   To recap: open Finance under Records, check the tabs, read the four cards, search and filter, and start a New invoice. Next: Payments.