Overview

The Billing module is used to keep track of billable hours and expenses, and to generate and track invoices sent to a client. It generates invoices in PDF format that are customizable to include various types of information and levels of detail.
 
Unlike some other billing systems, AppColl stores billing items and invoices separately. You first generate one or more billing items that record fees or expenses. These billing items are subsequently and automatically linked to an invoice based on date parameters and client. If you delete an invoice, you do not delete the linked billing items. Note that a billing item can only be associated with one invoice at a time.

Create Billing Items

In AppColl, billing items are created first, followed by invoice generation. There are several ways to create Billing Items, the most intuitive being through the billing timer. Additionally you can create billing items automatically when closing tasks, by clicking the shortcut link for billing items, by clicking the Add button on the Billing Items page, and by importing the items from a spreadsheet.
 

There are options for:

• Hourly fee (based on time worked)
• Flat fee (fixed rate)
• Expenses (like filing fees)
• Special billing types (e.g., UTBMS codes)

Note: AppColl uses 0.1-hour increments (6 minutes) for time tracking.

Generate Invoices

After creating billing items, users can generate invoices, specifying the client, date range, and associated matters. Users can choose which billing items to include in an invoice. AppColl offers functionalities like 'Do Not Invoice This Item' for deferred billing.

Record Payments

Users can input payment details showing the invoice is being paid off. Payments can be recorded against invoices directly or from retainers. AppColl allows for retainer tracking and application against invoices, as well as for partial payment recording and tracking.

Advanced Features

• Timekeeping: AppColl supports a 'Start New Timer' feature for real-time billing.
• Data Import: Time and billing data can be imported via CSV or XLSX formats.
• Integration with QuickBooks Online: AppColl supports syncing with QuickBooks Online for invoice and payment management.
• Expense Management: Users can add expenses, like PTO fees, using templates.
• Customization: Invoices can be customized in terms of content and layout within the AppColl system's constraints.
• PDF and LEDES Files: Invoices can be generated as both PDF and electronic form LEDES

Additional Functions

• Locking Invoices: Invoices can be locked to prevent changes.
• Bulk Operations: Multiple invoices can be generated, emailed, or processed simultaneously.
• Invoice Numbering: Users can set specific starting numbers for invoice numbering.
• Tracking Flat Rate Projects: Time spent on flat rate projects can be tracked and merged into a single billing item