Creating an invoice in Canopy is simple and convenient.
Time entries, services, and user rates can all be configured and summarized into an invoice to best suit your needs - down to showing an itemized breakdown or a single-line invoice.
If you have not taken the time to configure your invoice and billing settings I highly suggest doing so now. You can watch this video linked here to help you customize your settings to help save you time when configuring your invoices.
Configure Invoices
The simplest way to create an invoice is to:
Click the Global Plus Button
Select Invoice in the second menu
You will be prompted to select your invoice type.
You can create a single invoice, or a recurring invoice and you can watch this video to learn more about recurring invoices.
Make your selection and select continue.
An invoice in Canopy is like any other invoice you’ve seen. It’s essentially broken down into two sections:
Client and Invoice details
Your service or line items
Along the top, you’ll indicate a Client you are billing to.
Click the dropdown
Search for a client
Next, you’ll input an Invoice #, otherwise, Canopy automatically numbers each invoice in sequential order. By default, it starts with 0001 and then goes to 0002, 3, and so on. It doesn’t sequentially order on custom #s though.
Then enter the date of the invoice. Note that you cannot enter a future date. Only the current date or a previous date from today. Don’t worry, Canopy will stop you :)
Then enter payment terms. If you entered a default payment term in billing settings, that appears here on every invoice you make. But of course, you can adjust as you need.
And finally the due date. The due date reflects automatically from the invoice date and terms.
So if your invoice date is today, and payment is due on receipt, then the due date is today. But if you change the terms, the due date also adjusts automatically.
Add Line Items
Now, let’s talk about the meat of the invoice - the line or service items, where the service meets the billing.
A line item refers to any service added to an invoice, along with any quantities, rates, and prices that pertain to them.
Simply type in a service item. Service items from your Billing Settings will appear in the list for you to choose from.
Then you can leave an optional description and enter a quantity - this is the duration of your service. Then type in a rate and tax rate, if applicable. Then BAM! The service is itemized and totaled on the right-hand side of your invoice.
Now, you can continue adding items by selecting Add item. As you add items, the invoice tallies the total.
You can also alter the layout of your invoice. Click on the gearbox to display some of the columns that by default display the contact.
Associate Time Entries and Expenses
If you are currently working with a client that you are making the invoice for, and you have unbilled time (WIP) or unbilled expenses, you can also associate time entries and expenses to an invoice from here.
Click +Add time and expenses to view all unbilled time entries and expenses for this client.
In the menu, use the checkboxes to click as many time entries and expenses that make sense.
To help you distinguish between your time entries and expenses there is a column with Type. If you click on Type you can filter either alphabetically, or show only time entries, or expenses.
Once you’ve made your selection, click Invoice Entries.
Ok, let’s cover the other invoice options at the bottom.
Single Line Invoice
Switch Single Line Invoice to create an invoice that shows only a description and the totals due.
Credits
If your client has any available credit it will auto populate on the bottom of the invoice. Using the check box you can select the credit you would like to apply and you can change the amount you want to apply upto the amount available on the credit.
A few things to keep in mind. First, should be pretty obvious but you can not apply more credit than the total amount of the invoice.
Second, if you have a QBO integration, credits are currently not able to populate on this window.
Layout and Settings
Before sending this invoice let's review the layout and setting menu. To view the setting click on the gear icon at the top of the page.
Here you can:
Adjust the columns visible to the client using the dropdown.
You can select if you want the line items separated or grouped.
Add a Client Note by switching the Client Note toggle to green.
To include Terms and Conditions, switch the Terms and Conditions toggle to green.
Preview and Send
Now that your invoice is ready to send, click Preview.
This is where you can see what the invoice looks like. Review to make sure everything looks accurate.
Alternatively, you can create the invoice and choose to save, download or print it.
When you’re ready to send, Click Send.
After the invoice is sent, the client is notified via email and in their client portal. In the email, they can see the invoice, the amount due, and a link to the invoice.
For you as the practitioner, you can find the invoice:
Under Billing
Click Invoices
Here you can see your invoices billed to the contacts.
Create Invoices from Client Record
One more thing -
You can create invoices from the Client record page as well. Under a Client's Record, click the Billing tab. Here you’ll see a basic report of the financial activity between you and the client. As you can see, it looks just like the overall Invoices dashboard but filtered down for this client.
And wouldn’t you know, here is where you can create a new invoice.