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QUESTION: We are not able to send multiple invoices to the same billing contact on the same email. We have clients who have the same billing contact name and email address for different matters we are trying to bill. Each matter will generate its own invoice.
This means we have clients who are receiving an email for each matter. How do we configure Acumin to send out multiple invoices per email?
RESPONSE: To create one email per common billing contact within the same client structure you need to create a multiple matter invoice with or without portfolio first. If you have not yet set-up a default multiple-matter invoice position in the matters affected, the user that generates the invoice, can multiple-select the affected matters and select the multiple matter invoice option instead of the regular matter one.
This option creates one envelope (batch) that groups the individual matter invoices. Although the batch has its own main invoice number, each matter level content has its invoice number as well. The individual invoices can be processed in the same way as they are processed now, or the user can use tools available at the envelope level for typical invoice functionality. Post print and/or email are completed at the main batch level.
Form an invoice presentation perspective the multi-matter invoice offers a summary document and a list of invoices included.
As any number of matters for the same client can be included in the multiple matter invoice, users can create multiple matter invoices for the same client with each selection of affected matters captured from within an E-WIP statement (to Bill Tab) or the details entry filter results tab.
Matters set-up to be included in the multiple matter invoice within matter properties will list within the E-WIP statement (to bill tab) of the billing decision maker. When selecting “Generate Invoices – as per invoice type", the matters listed will group into a multiple matter invoice. Where matters have different billing decision makers this action can result in the creation of multiple matter invoices for the same client.
When matters for the same client list on different E-WIP statement (to-bill tab), the invoice preparation process can be kept decentralized but the presentation can be one for the client. The decentralized method has users creating a multiple matter invoice per E-WIP statement (To Bill Tab) content for the same client so that once complete, these are merged into one multiple matter invoice as a step prior to generating the invoice in final form, to then post and send. Alternatively, the invoice preparation process can be centralized per client by generating the invoice from the results tab of the entry details filter pre-filtered for the client. The latter also applies to portfolio - which is a pre-determined sub-set of the multiple matter invoice.