Creating an Invoice

How To

When you are ready to invoice your client, you can generate an individual invoice from within the relevant matter or you are able to generate bulk invoices for multiple debtors without having to open each individual matter.

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Create an Invoice

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Click New Invoice.

Click to edit heading

Only items marked as Billable - Next Invoice will be included on the New Invoice.

To include Not Billable Time Entries, see Application Settings - Invoice > General.
Click to edit heading
New Invoice is also available via the following tabs of a matter:
- Financial Summary
- Time & Fees
- Office Accounting > Anticipated Payments
- Office Accounting > Cost Recoveries
Click to edit heading

The Invoice entry limit (number of entries that can be included in a single invoice) is 2000 entries per invoice and additional entries will be in future invoices.
Enter a Debtor or click to select a Debtor from Cards List for Invoice To.

See Creating a Split Invoice for more information about .
Enter a Memo.
An automatic sequential number is filled in Invoice No.

Untick Auto checkbox if you would like to update the invoice number manually. This will change for this invoice only and will not alter the automatic number sequence. Invoice numbers can only be changed for Invoices in Draft status.

See Application Settings - Accounting > Transaction Numbering for the Last Invoice No. used.
Enter or click to select an Invoice Date.
Enter or click to select a Date Due.

Date Due is calculated from the number of days entered in LEAP Application Settings for Invoice Term (days).

See Application Settings - Invoice > General for more information.
(Optional) Select a staff member to be notified on Assign To.

Click to enter a Memo for the assigned staff member.
Set the Status of the invoice.
- Draft - Unapproved (default)
- Draft - Approved
- Final - Printed/Sent
Click to select an Invoice Layout.

See Application Settings - Invoice > Layout for more information.
(Optional) Click to sort the items by Date - Ascending or to sort the items by Date - Descending.
Click Save & Close.
Click to edit heading
You can click the drop-down arrow of Save & Close for other options:
- Save & Protect Trust - Save & close the invoice and allocate Protected Trust Funds to pay the invoice.
- Save & Trust to Office Transfer - Save & close the invoice and open Trust to Office Transfer to pay the invoice. Please consider applicable trust account regulations in the relevant jurisdiction before using this option.
- Save & Apply Credits - Save & close the invoice and apply an available Credit balance against the invoice.
- Save & Reallocate Fees - Save & close the invoice and Allocate Fees for staff members.
Click to edit heading

If you are looking to add your Firm's payment details to your invoice, please see Application Settings - Invoices > Notices for more information.

Create Invoices in Bulk

From LEAP Matter List, click LEAP Menu > Accounting > under Office Accounting > Create Invoices.

LEAP Create Invoices will open in a new window.
Select a matter Status from the drop-down list.
Select a Billing Category from the drop-down list.
Click to select a Debtor to display all matters' unbilled Time & Fees and Disbursements for the selected Debtor.

You may leave it blank to display all matters' unbilled Time & Fees and Disbursements for all Debtors.
Click to select a Person Responsible to display all matters' unbilled Time & Fees and Disbursements for the selected Person Responsible.

You may leave it blank to display all matters' unbilled Time & Fees and Disbursements for all Person Responsible.
Click to select a Person Acting to display all matters' unbilled Time & Fees and Disbursements for the selected Person Responsible.

You may leave it blank to display all matters' unbilled Time & Fees and Disbursements for all Person Acting.
Enter or click to select an At Date.

This will display all matters' unbilled Time & Fees and Disbursements up to the At Date specified.

Click to edit heading

Click Clear Filters to reset all of the above filters to default.
Click next to Batch No. to open Batch Details.

Untick Auto memo to edit the auto-generated Memo.
Click to select an Invoice Layout.

See Application Settings - Invoice > Layout for more information.
(Optional) Select a staff member to be notified on Assign To.

Click to enter a Memo for the assigned staff member.
Set Status for all created invoices.
- Draft - Unapproved (default)
- Draft - Approved
- Final - Printed/Sent
Enter or click to Set Invoice Date.
(Optional) Enter or click to Set Due Date if you would like to set a different due date than the automatic calculated due date.

Click to edit heading

The Due Date will automatically update as per the Invoice Terms (days) configured via the LEAP Application Settings when the Invoice Date is entered.

For example, if the Invoice Term is set to 30 days, setting the Invoice Date to 09/11/2024 will automatically populate the Due Date as 09/12/2024 (30 days later).

See Application Settings - Invoice > General for more information.
(Optional) Tick Print checkbox if you would like to print all created invoices after.
Click Filter Transactions to tick the relevant transaction types you wish to include and exclude in the invoices:
- Time and Fees
- Anticipated Payments
- Cost Recoveries
- Disbursement Journals
- Office Payments
(Optional) Untick Inc. tax checkbox if you wish to see the Time & Fees, Disbursements and Total amount without tax.
Tick the matter(s) you wish to create invoices for.

Click to edit heading

If you have a matter set up to auto-split invoices by default, the Debtor field will display the message Matter has split invoicing enabled. You can hover your mouse over this field and view which cards the invoice is being split between, as well as the percentage split.
(Optional) Click to Select All matters or Select None for no matters.
Click Save & Close or Save & New to create a new batch of bulk invoices.

The created invoices will be saved on the Office Accounting > Payments & Debtors tab of each selected matters.

Finalise an Invoice

Click to edit heading

Once an invoice is finalised, you can only adjust the amount ; no other details can be changed.

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Find and double-click to open the Draft invoice you wish to finalise.

You can also right-click the Draft invoice and select Open.
Click the drop-down list of Status and select Final - Printed/Sent.
Click Save & Close.

Click to edit heading

See Changing Invoice Status if you would like to finalise bulk invoices.

Group Similar Items

To group similar items in an invoice:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Right-click an item or heading on the invoice and select New Group.
Click on the New Group text in Description column to rename the group.
Click and drag items into the new group.

Hold Ctrl on your keyboard to select multiple items and hold Alt whilst dragging multiple items into the group.

To remove or ungroup items from a group within the draft invoice, click on the item you wish to modify and drag it outside the group. This action will remove the item from the group, allowing it to be listed separately in the invoice.

Add Items to Draft Invoice

Click to edit heading

Dates of time entries do not change once they are added to an invoice.

Drag and Drop

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Select and drag unbilled items from any of the following tabs into the opened invoice's groups. E.g. Professional Fees or Disbursements.
- Time & Fees - unbilled Time and Fee entries
- Office Accounting > Payments & Debtors - unbilled Office Payments and Disbursement Journals
- Office Accounting > Anticipated Payments - unbilled Anticipated Payments
- Office Accounting > Cost Recoveries - unbilled Cost Recoveries
Hold Ctrl on your keyboard to select multiple items and hold Alt whilst dragging multiple items into the invoice.
Click Save & Close.

Invoice Window

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Right-click an item on the invoice, hover over Add Unbilled Items and select the following:
- Time & Fees
- Cost Recoveries
- Office Payments
- Anticipated Payments
- Disbursement Journals
The Select Unbilled Items will open in a new window.
The Transaction Type should be set to the previous option you've chosen.

Click the drop-down list to change the Transaction Type if required.
Select the Billable Status from the drop-down list.
- Billable - All
- Billable - Next Invoice (default)
- Billable - Later Invoice
(Optional) Tick Inc. tax if you would like the Amount to include tax.
Select the desired items.

Hold Ctrl from your keyboard to select multiple items.
Click Select.

New Time Entry, Fee or Cost Recovery

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Click on New Time Entry to create a new Time Entry, or click on the drop-down arrow next to it to create a:
- New Fee
- New Cost Recovery
Click Save & Close (Time Entry, Fee or Cost Recovery window).

Edit Items in Draft Invoice

You can edit items in a draft invoice but you cannot edit items in a finalised invoice. To edit items in a draft invoice, follow these steps:

Time & Fees - Edit

Click to edit heading

Modify the Time & Fee entries directly from a Draft invoice without having to remove them, modify from Time & Fees tab and add back into the invoice.

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Right-click the Time or Fee entry on the invoice and select Edit.

The Time or Fee entry window will open.
Make the desired changes.
Click Save & Close (Time/Fee entry window).

The updated Time or Fee entry is also updated on the invoice.

Time & Fees - Move to Another Staff Member

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Right-click the Time or Fee entry on the invoice and select Move to Another Staff Member.

The Select Staff will open in a new window.

Hold Ctrl to select multiple Time and/or Fee entries if you would like to bulk change them.
Select a staff member.
Click Select.

Time & Fees - Apply Activity Code

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Right-click the Time or Fee entry on the invoice and select Apply Activity Code.

The Select From List - Activity Codes will open in a new window.

Hold Ctrl to select either multiple Time or multiple Fee entries if you would like to bulk change them. You cannot bulk change Time and Fee entries together.
Click Select.
Click Yes on the confirmation window to apply the new activity code.

Invoice Only

Click to edit heading

You can modify the item's Amount, Tax Amount (MYOB only), Tax Code and Total Amount for the invoice only.

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Right-click the item on the invoice and select Properties.

The Invoice Item Properties will open in a new window.
Change the Amount.
(MYOB only) Change the Tax amount.
Click to change the Tax Code.
Change the Total amount.
Click OK.

Remove Items from Draft Invoice

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Select the item you wish to remove.

Hold Ctrl on your keyboard to select multiple items.
Right-click the selected item (or any of the multiple selected items) and select the following:
- Remove from Invoice
- Remove & Set to Not Billable (Time & Fees only)
- Remove & Set to Billable - Later Invoice (Time & Fees only)
Click Save & Close.

Delete a Draft Invoice

To delete a draft invoice, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the draft invoice.
Click the Delete icon at the top-left corner of the invoice window.
Click Yes to confirm. Once deleted, all invoiced items will revert back to Billable - Next Invoice status.

Click to edit heading

Finalised invoices cannot be deleted. If a correction is required, the invoice must be reversed. Once a finalised invoice has been reversed, it is not possible to undo this. You will need to create a new invoice.

Reverse a Finalised Invoice

If you have finalised an invoice that has incorrect information, you can reverse the invoice. Reversing a finalised invoice will return all the time entries to the Time & Fees tab and have their status reset to Billable - Next Invoice. To reverse a finalised invoice, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the finalised invoice.
Click at the top-left corner of the invoice window.

You will be presented the reversal invoice window.
Click Save & Close to confirm the reversal.

When a finalised invoice is reversed, all of its Time/Fee entries, cost recoveries/disbursements and payments will revert back to Billable - Next Invoice status.

Click to edit heading

Once a finalised invoice has been reversed, it is not possible to undo this. You will need to create a new invoice. The invoice number from the reversed invoice will be freed up and you will be able to use it again.

Click to edit heading

If you are unable to reverse an invoice, check if the invoice has any fee allocation on it. If the invoice does have fee allocation, open the Fee Allocation window, click on 3 dots > click Reverse. Now you will be able to reverse the invoice.

Adjust/Write Off a Finalised Invoice

To adjust an invoice or write off a finalised invoice, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Find and right-click the finalised invoice and select Adjust Invoice.

The New Invoice Adjustment will open in a new window.
Enter or edit the Mail To.
Enter the total Amount you will be adjusting the invoice under Mail To.

Click to edit heading

To adjust the invoice down, the amount must be negative. E.g. -100.00. This will discount the original invoice and you will be able to refund this amount to your client.
(Optional) Untick Auto to change the Adjustment No. manually.
Enter or click to select the invoice adjustment Date.
Enter or edit the Reason for the adjustment.
Enter the Adjustment amount for each item on the invoice in the ADJUSTMENT column. Leaving this field blank may result in an 'Out of Balance' prompt.

Click to edit heading

The total figure of Adjustments entered must equal to the total figure in the Amount field.
Click Save & Close.

Click to edit heading

Click Write Off if you are writing off the entire/remaining amount of the invoice instead.

This process will write off the receivable from your accounting records.

Click to edit heading

It is not possible to adjust the Tax Code on a finalised invoice. To edit the Tax Code, you will need to reverse the invoice, edit the Tax in Time & Fees, then Create a New Invoice.

Reverse an Invoice Adjustment

To undo an adjustment that has been applied to an invoice, you must create a reversal transaction for that adjustment:

Open the Matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tab.
Locate and open the Adjustment entry you wish to undo.
Click the Reverse Transaction icon at the top-left corner of the Adjustment window.
This will create a new entry for the reversal, effectively undoing the adjustment's impact on the invoice balance.

Click to edit heading

Deleting vs Reversing: If you are trying to delete or reverse the original invoice itself, you must first reverse any adjustments attached to it. If you attempt to delete an invoice with an active adjustment, you will receive an error message: "Can't Reverse / Delete. This invoice has the following unreversed transactions attached: adjustment(s)" .
Finalised Invoices: Once a finalised invoice has been reversed, it cannot be undone. You will need to create a new invoice .

Additional Options

Click to edit heading

For more information about Open Fee Allocation, click here.

Alter Fees on Draft Invoices

From the invoice, click the ellipsis button and select Alter Fees.

The Alter Time/Fees will open in a new window.
Select and alter Time and Fee entries by either an Amount or Percentage.
Enter a negative number to adjust the amount/percentage down or a positive number to adjust the amount/percentage up.

If you are adjusting by Amount, untick Inc. tax if necessary.
Click OK.
Click Yes to confirm.

Click to edit heading

To undo the changes, select Restore to Original Amounts and click OK.

Advanced Alter Fees on Draft Invoices

From the invoice, click the ellipsis button and select Alter Fees.

The Alter Time/Fees will open in a new window.
Click Advanced.

The Advanced Alter Time/Fees will open in a new window.
Enter a negative number to adjust the Alter (Percent)/Alter (Amount) down or a positive number to adjust the Alter (Percent)/Alter (Amount) up.

If you are adjusting by Alter (Amount), untick Inc. tax if necessary.
Click OK.
Click Yes to confirm.

Send to Word

From the invoice, click the ellipsis button and select Send to Word. Afterwards, choose a Word Tax Invoice template to use.

Click to edit heading

If an invoice memo is missing from the invoice after it is sent to Word, please perform a LEAP Repair.

New Email

To send an invoice to a client via email, from the Invoice window, click the ellipsis button and select New email.

A new email will open in Microsoft Outlook with the invoice as a PDF attachment. The attached invoice will include a payment link allowing the client to pay the invoice.

To add multiple recipients, use the "To," "Cc" (Carbon Copy), or "Bcc" (Blind Carbon Copy) fields in the email client.

Once the email is sent to the recipient, the email will then be saved in the matter. In Outlook, the email will either be in the Sent Items folder or the Outbound LEAP Matter Based Emails folder if Auto Routing is selected.

If the email is not saving in the matter, refresh the matter and check again. If it still does not save into the matter automatically, perform an Automation Repair to reset and repair the connection between LEAP and Microsoft Office applications.

Print

From the Invoice, click the ellipsis button and select Print to create a PDF which you can print on your printer File > Print. A physically printed invoice can then be mailed or posted to a physical mailing address.

Print and Save

From the Invoice, click the ellipsis button and select Print and Save to print and save a PDF copy of the invoice onto the matter's Correspondence List.

To save the invoice onto your computer or device, select the invoice from the Correspondence window > right click > and Export Document > to download to your device.

To share an Invoice with your client through LawConnect:

Click the Share button at the bottom, or the (Share Invoice) icon at the top of the invoice window.

The Share Invoice window will open.
Type the 'recipient name or email' in the To field, or select an available card from the list.

Additional recipients can be added to Invoice sharing by clicking CC or BCC.

Click to edit heading

When 'Attach a PDF copy of the Invoice to the email' option is checked, CC and BCC repicients will also receive the attachment.
By default, the Subject line will already be completed, but users now have the ability to edit it as they please.
Select wheter you want to 'Attach a PDF copy of the Invoice to the email' by checking the box.
Select how recipients can Access the invoice by either choosing:
- Sign In to view; or
- Anyone with the link can view.
You can also preview how the recipient will receive the email by selecting Email Preview or how the Invoice will display by selecting Invoice Preview.
Click Share.

The Invoice will be emailed to your recipient and will be saved in the Correspondence List of your matter with label "Shared". A payment link will be included in the invoice for the client to use.

Assign Draft Invoices to Staff Members

To send a draft invoice to another staff member to approve or edit, users can assign a staff member to an invoice, which in turn notifies the other staff member to check the invoice.

To do this users should:

Open the Draft - Unapproved Invoice.
Click the icon next to the 'Staff Assigned To" field.
Select the staff member you wish to assign the invoice to from the list.
Complete an optional Memo for the "Assigned To" staff member to receive.
Click Save & Close.

The Staff member assigned to the draft invoice will receive a notification in LEAP showing the details of the memo.

The user can click on the notification to open the Invoice and make the necessary edits or approve/finalise it.

General Ledger Information

General ledger journal for an invoice

Only invoices on Invoice or Hybrid accounting basis will create a general ledger journal. The journal is created once the invoice is marked as Final - Printed/Sent.

For Payments accounting basis, a journal is only created once a receipt has been applied to the invoice.

The general ledger entry for an Invoice or Hybrid accounting basis invoice is:

Debit - LEAP Debtors
Credit - depending on the items on the invoice, could be:
- LEAP Client Fees (Time & Fees)
- LEAP Cost Recoveries
- LEAP Payments Received (Anticipated Payments & Office Payments)

See Setting Up Your General Ledger with LEAP Codes for more info.

General ledger journal for an invoice adjustment

For Invoice, Hybrid and Payments accounting basis, if the adjustment is negative:

Debit - LEAP Discounts Given
Credit - LEAP Debtors

For Invoice, Hybrid and Payments accounting basis, if the adjustment is positive:

Debit - LEAP Debtors
Credit - LEAP Discounts Given

Editing a Finalised Invoice

If you have finalised an invoice that requires a change because it has incorrect information, or if you have forgotten to include some information, you can reverse the invoice, make the correction, then recreate the invoice.

Create an Invoice

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Click New Invoice.

Click to edit heading

Only items marked as Billable - Next Invoice will be included on the New Invoice.

Click to edit heading

New Invoice is also available via the following tabs of a matter:

Financial Summary
Time & Fees
Office Accounting > Anticipated Payments
Office Accounting > Cost Recoveries

Enter or click to select a Card for Invoice To.
An automatic sequential number is filled in Invoice No.

Untick Auto No. checkbox if you would like to update the invoice number manually. This will change for this invoice only and will not alter the automatic number sequence.
Enter or click to select an Invoice Date.
Enter or click to select a Due Date.
(Optional) Click the default Invoice Layout name to bring up the drop-down list to select and change the Invoice Layout.
Click the drop-down list to set the Status of the invoice.
- Draft - Unapproved (default)
- Draft - Approved
- Final - Print/Sent
(Optional) Enter or edit the Memo at the bottom-left corner of the invoice window.
(Optional) Click to sort the items by Date - Ascending or to sort the items by Date - Descending.
Click Save.

Click to edit heading

You can click the up arrow of Save for other options:

Save & Protect Client - Save & close the invoice and allocate Protected Client Funds to pay the invoice.
Save & Client to Office Transfer - Save & close the invoice and open Client to Office Transfer to pay the invoice. Please consider applicable client account regulations in the relevant jurisdiction before using this option.
Save & Apply Credits - Save & close the invoice and apply an available Credit balance against the invoice.

Create Invoices in Bulk

Click > Accounting > under Office > Create Invoices.

LEAP Create Invoices will open in a new window.
Select the Person Acting from the drop-down list.
Select the Person Responsible from the drop-down list.
Enter or click to select an At Date.

This will display all matters' unbilled Time & Fees and Disbursements up to the At Date specified.
Enter or click to select a Date Due.
Enter or click to select a Debtor.

You can also add multiple Debtors by entering their names or from Select Card window, tick the relevant Debtors and click Add Selected.
Tick Print if you would like to print the invoices after creation.
(Optional) Click the default Invoice Layout name to bring up the drop-down list to select and change the Invoice Layout.
Click the drop-down list to set the Status of the invoice.
- Draft - Unapproved (default)
- Draft - Approved
- Final - Print/Sent
(Optional) Click and select Inc. Tax if you would like to see the Time & Fees, Disbursements and Total amount including tax.
Tick the matter(s) you wish to create invoices for.
Click Save.

Finalise an Invoice

Click to edit heading

You will no longer be able to edit the invoice if you save with the status Final - Print/Sent.

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and open the draft invoice.
Click on the drop-down list of the Invoice Status at the top-right corner and change to Final - Print/Sent.
Click Save.

Group Similar Items

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and open the draft invoice.
Right-click the section header or an invoice item and select New Group.
Click on the New Group's name to rename.
Click on the left of the invoice's item and drag into a group.

Edit Items in Draft Invoice

Click to edit heading

This will update the invoiced item(s) for the invoice only.

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and open the draft invoice.
Right-click an invoice item and select Properties.
Click to edit content
Click on any of the following columns of the Invoiced Item's row to change:
- Amount Ex. Tax
- Tax Code
- Total
Click Update.
Click Save.

Remove Items from Draft Invoice

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and open the draft invoice.
Right-click an invoice item and select Delete.
Click Save.

Delete a Draft Invoice

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and open the draft invoice.
Click Delete at the bottom-left corner of the invoice window.
Click Confirm.

Once deleted, all invoiced items will be unbilled again.

Reverse a Finalised Invoice

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and open the finalised invoice.
Click Reverse.
Click Save.

Adjust/Write Off a Finalised Invoice

Open the matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Find and right-click a finalised invoice and select Adjust Invoice.
Enter the total Amount you would like to adjust.

Click to edit heading

To adjust the invoice down, the amount must be negative. E.g. -100.00.

Enter or edit the Mail To.
Enter or edit the Reason.
(Optional) Untick Auto No. to change the Adjustment No. manually.
Enter or click to select a Transaction Date.
Enter the Adjustment amount for each item on the invoice.

Click to edit heading

The total figure of Adjustments entered must equal to the total figure in the Amount field.

Click Save.

Click to edit heading

Click Write Off if you are writing off the entire/remaining amount of the invoice instead.

Reverse an Invoice Adjustment

To adjust an invoice or write off a finalised invoice, follow these steps:

Open the Matter.
Hover over the Office Accounting tab then click Payments & Debtors.
Locate and open the Adjustment entry you wish to undo.
Click Reverse.
Click Save.
This will create a new entry for the reversal, effectively undoing the adjustment's impact on the invoice balance.

Click to edit heading

Deleting vs Reversing: If you are trying to delete or reverse the original invoice itself, you must first reverse any adjustments attached to it. If you attempt to delete an invoice with an active adjustment, you will receive an error message: "Can't Reverse / Delete. This invoice has the following unreversed transactions attached: adjustment(s)" .
Finalised Invoices: Once a finalised invoice has been reversed, it cannot be undone. You will need to create a new invoice.

Additional Options

Alter Fees

From the draft invoice, click Alter Fees at the top-right corner of the invoice window.
Toggle between the Percent and Amount options that you would like to alter.
Enter a negative number to adjust the Amount/Percent down or a positive number to adjust the Amount/Percent up.

Click to edit heading

If you wish to alter an Amount or Percent for each staff members, enter the figure in the Alter Percent or Alter Amount columns instead.

Click Apply.

Click to edit heading

To undo the changes, select Restore to Original Amounts and click OK.

Print/Email

From the invoice, toggle On for Print/Email.
Click Save.

The Print Preview of the invoice will open in a new window.
Click any of the following options to:
- Email - Open Microsoft Outlook with a New Email with the Invoice as a PDF attachment.
- Download - Download and save the invoice as a PDF document.
- Print - Print the invoice.
- Save to Matter - Save the invoice as a PDF document on the matter's Correspondence.

General Ledger Information

General ledger journal for an invoice

Only invoices on Accrual or Hybrid accounting basis will create a general ledger journal. The journal is created once the invoice is marked as Final - Printed/Sent.

For Cash accounting basis, a journal is only created once a receipt has been applied to the invoice.

The general ledger entry for an Accrual or Hybrid accounting basis invoice is:

Debit - LEAP Debtors
Credit - depending on the items on the invoice, could be:
- LEAP Client Fees (Time & Fees)
- LEAP Cost Recoveries
- LEAP Payments Received (Anticipated Payments & Office Payments)

See Setting Up Your General Ledger with LEAP Codes for more info.

General ledger journal for an invoice adjustment

For Accrual, Hybrid and Cash accounting basis, if the adjustment is negative:

Debit - LEAP Discounts Given
Credit - LEAP Debtors

For Accrual, Hybrid and Cash accounting basis, if the adjustment is positive:

Debit - LEAP Debtors
Credit - LEAP Discounts Given

View Invoice

You can now view invoices on LEAP Mobile.

Open the matter.
Swipe to or tap the Office Accounting tab.
Tap the Debtors tab.
Tap the invoice to view.

Click to edit heading

You may toggle the Inc. Tax option on or off to view invoice item amounts with tax or without tax.

Change Invoice Status

You can now change the invoice status of an invoice on LEAP Mobile.

Click to edit heading

You will not be able to change the status of the invoice once it's set to - Final - Print/Sent.

Open the matter.
Swipe to or tap the Office Accounting tab.
Tap the Debtors tab.
Tap the invoice to open.
Swipe to the bottom and tap Status.
Select the invoice status and tap Done.
Tap Save.

View Invoice

You can now view invoices on LEAP Mobile.

Open the matter.
Swipe to or tap the Office Accounting tab.
Tap the Debtors tab.
Tap the invoice to view.

Click to edit heading

You may toggle the Inc. Tax option on or off to view invoice item amounts with tax or without tax.

Change Invoice Status

You can now change the invoice status of an invoice on LEAP Mobile.

Click to edit heading

You will not be able to change the status of the invoice once it's set to - Final - Print/Sent.

Open the matter.
Swipe to or tap the Office Accounting tab.
Tap the Debtors tab.
Tap the invoice to open.
Swipe to the bottom and tap Status.
Select the invoice status and tap Done.
Tap Save.

View an Invoice

You can now view invoices on LEAP Mobile.

Open the matter.
Swipe to or tap the Office Accounting tab.
Tap the Debtors tab.
Tap the invoice to view.

Change Invoice Status

You can now change the invoice status of an invoice on LEAP Mobile.

Click to edit heading

You will not be able to change the status of the invoice once it's set to - Final - Print/Sent.

Open the matter.
Swipe to or tap the Office Accounting tab.
Tap the Debtors tab.
Tap the invoice to open.
Scroll to the bottom and tap Status.
Select the invoice status and tap Done.
Tap Save.

Last Modified Date

4/03/2026 1:07 pm

Title

Creating an Invoice

URL Name

Creating-an-Invoice-NZ

Resolution