00:01: In this video we'll walk through how to edit the line items on draft invoices in
00:06: Garrett legal and how to prove those drafts for billing.
00:09: You'll learn how to modify existing line, items, add or remove entries and submit
00:15: invoices for approval.
00:16: Let's get started.
00:21:
00:22: From the Accounting page, go to the Invoices and Payments tab.
00:26: Once your draft invoices are generated,
00:29: click the Draft filter to view only drafts.
00:32: This allows you to focus specifically on invoices that will still need review and
00:37: approval.
00:38: To open a draft invoice, you have two options.
00:41: First, click the three-dot menu on the right side and select Edit, or click directly
00:47: on the invoice number.
00:50: This will open the draft preview screen where you can review all billable line
00:54: items.
00:55: To edit a line item,
00:57: click the pencil icon.
00:59: From here, you can update date, description,
01:02: timekeeper or user, rate, quantity.
01:06: You can also add a discount as a percentage or as a flat dollar amount.
01:13: For time entries, you'll also see the option to update time entry.
01:18: selected, both the invoiced amount and the original time entry on the matter will be
01:24: updated.
01:24: For example, if you reduce amount of hours,
01:30: the original time entry will reflect that change as well.
01:35: If left unchecked, only the invoiced amount changes while the original time entry
01:40: stays the same.
01:43: Once done editing,
01:45: save and
01:46: close.
01:49: For flat entries,
01:51: you can make similar edits such as date, description, etc.
01:55: If you adjust the amount, you'll also have an option to update the original flat fee
02:02: entry
02:03: by clicking the update flat fee entry checkbox.
02:09: You can also edit expenses such as hard cost, soft costs or vendor bills.
02:14: Just like other entries, you can adjust descriptions, amounts, or apply discounts.
02:19: To remove a line item,
02:22: click the trashcan icon on the right side of that line item.
02:26: For
02:27: most entries, this simply removes the item from the current invoice,
02:32: but keeps them on the matter.
02:35: For time entries,
02:37: you'll have three options.
02:40: First, convert to NCDS.
02:43: This action will remove an entry from the invoice and change the status of the time
02:47: entry to No Charge Don't Show.
02:50: That means the entry will remain in the matter as non-billable and will not be
02:55: captured in the future invoices.
02:58: Second, move back to unbilled activities.
03:02: This action sends the entry back to the matter as billable for future invoices.
03:07: And third, delete the time entry permanently.
03:11: This removes it from the system entirely, and this action cannot be undone.
03:18: To add a new entry, click the plus sign in the green bar.
03:22: You
03:23: can add a service as a flat fee, a time entry, or a client expense as a soft cost.
03:32: Once you finish editing a draft, click Save to apply your changes.
03:38: If you'd like to review the formatted version, click Print to open it in PDF.
03:44: Keep in mind, all drafts will display a draft watermark until approved.
03:52: Once your edits are complete,
03:55: click the Actions icon and
03:58: choose either Submit for approval if another user will review in approval or in
04:03: Approve It or select Approve to finalize it immediately.
04:09: After approval, the status changes from Draft to Approved and on the list of the
04:15: invoices, it will be displayed as Not Paid.
04:22: The invoice will no longer appear in a draft list.
04:27: You can approve invoices individually as you review them
04:31: or select
04:33: them all and use multi-select options button
04:36: to approve them altogether.
04:40: This is especially helpful when processing invoices in batches.
04:46: And that's how you edit line items in the proof drafting voices in carat legal.
04:50: By following this process, you can ensure accurate billing and streamline your
04:55: invoice workflow.