Invoicing

Build invoices from unbilled work, send them to your clients, and record payments — all from a matter's Billing tab → Invoices.

An invoice is built from work in progress (WIP): the unbilled time and expenses on a matter. Flow does not collect card payments online — you record payments as they arrive.

Fee Arrangements#

Set how a matter is billed using the fee-arrangement control above the invoice list:

• Hourly — time entries at their logged rates
• Flat fee — a single fixed amount
• Contingency — a percentage
• Hybrid — a combination of hourly and flat fee

Creating an Invoice#

Click New invoice to build a draft from all unbilled time and expenses on the matter.

Editing a Draft#

While an invoice is a draft you can:

• Remove individual line items
• Add adjustment or credit lines (a description with a positive or negative amount)
• Set a Discount and a Tax %, then Apply

The invoice shows a clear line-item table — Description, Qty, Rate, Amount — and totals for Subtotal, Discount, Tax, Total, Paid, and Balance.

Tax, Numbering, and Firm Details#

These come from Settings → Invoicing & rates:

• Default tax rate and Tax label (e.g. VAT or GST) — shown on the invoice
• Invoice prefix (e.g. INV-) — prepended to the sequential number
• Firm tax ID — shown on the invoice document
• Payment terms (days) — sets the due date

Finalizing#

Finalize locks the invoice and assigns its sequential number (e.g. INV-0001). Flow warns you first if any line has a rate of zero, so you don't send a $0 line by accident.

Sending to the Client#

Once finalized you can:

• Print / PDF — open a clean, printable version with no app chrome
• Email invoice — email the client a link to a secure, hosted copy they can view and download

The email arrives showing your firm's name as the sender, with the reply address set to the sending lawyer, so client replies reach a real person. The hosted invoice is locale-aware — a client opening it in another language sees it translated.

Recording Payments#

Flow records payments manually — it does not take card payments online. On a finalized or partially-paid invoice, use Record payment:

• Amount
• Method — Bank transfer, Cash, Card (offline), or Other
• Date
• Reference — e.g. a transfer reference or cheque number

The balance updates automatically, and the invoice moves to Partial or Paid.

Chasing Overdue Invoices#

To chase an outstanding balance, use the Remind button on the accounts-receivable list in the Finance Dashboard. It emails the client a short, due-date-aware reminder.

Invoice Status#

Finalizing and voiding invoices is restricted to owners and admins.