Related articles:
Case invoices are used to invoice non-L&I work on a case by case basis. (exception is Progressive Goal Attainment Program (PGAP) that must be invoiced with a case invoice in Gardiant, then be submitted via manual entry in PEB. See related article: PGAP Activities setup - step 1.)
Best practice: Run the Billing Case Note Details report (Reports tab - Billing Reports sub-tab) to find any draft case notes and get them submitted before creating the invoice. (see related article above)
In order to create a case invoice, go to the Invoices tab, click the +Invoice button, and select the Case Invoice option:
In the Create Case Invoice window you will need to follow the numbered steps.
For Step 1, select at least one of the search criteria, set a Service End Date, and click the Display Cases button.
Notes: Gardiant looks at all open cases and closed cases with a recommended and/or actual outcome date within the last 90 days that have something to invoice up to the Service End Date.
Case notes and other activities must have been completed on or before the Service End Date and must be in a submitted state.
A list of cases that fit the search criteria and have something to bill is displayed. If the search returns more invoices than you need, go back to Step 1 to specify additional filters to narrow down your choices.
Check the selections in Step 2 (Invoice Date and check-boxes to include or exclude the Bill-To Person Title, Professional Hours, or Non-Billable items) to confirm they are correct for the set of invoices you will be producing.
Click the Invoice link for each listed case you want to invoice, as specified in Step 3. You can click the Invoice links in rapid succession to create more than one case invoice. The invoice will contain all submitted, but not invoiced case notes or activities that were completed up to and including the End Date, as well as a link (similar to an attachment) to the last Progress Report or Closing Report that was completed on or prior to the End Date.
When you are done with that set of invoices and are ready to view them, click the Close button to go back to the Invoices page.
If you don’t see your case invoices, make sure you are in the Draft sub-tab of the Case Invoices section:
From this screen, you can select one, some, or all of the invoices. Click on an invoice to select it, and click on it again to de-select it.
When one invoice is selected, the action panel for that invoice is displayed, showing more detail about the invoice and a set of action links (Update Invoice, Mark as Final, Delete, Go to Case, and Download).
If an invoice is deleted, all associated case notes or activities are reverted to submitted state from invoiced state and are once again fully editable.
The Go to Case button provides a convenient way to navigate directly to the case to investigate any questions about the invoice.
To view an invoice in any state, click the Download button in the invoice list or in the invoice’s action panel. The invoice will be displayed in PDF format for your review.
A different set of options (Email, Fax, Update or Finalize) is also available at the top of the invoice list.
When multiple invoices are selected, action options are displayed at the top of the screen only. Also, available at the top of the list is a Clear Selections button to quickly un-select all selected invoices, and a Reports drop-down where you can conveniently access billing-related reports.
Note: Fax function is only available for firms using Gardiant’s fax service.
For a finalized invoice, available actions in the action panel are: Unmark as Final, Mark as Submitted, Delete, Go to Case, and Download. At the top of the list are: Email, Fax, Submit, or Print Invoice & PRs/CRs.
Unmark as Final puts the invoice back into draft state, where it can be updated to include additional activities.
The Print function will automatically append a Progress Report or Closing Report associated with the invoice to the generated PDF.
Once an invoice is marked as submitted, the available actions are to Email, Fax, Print Invoice & PRs/CRs, and Export All Submitted Invoice(s); Go to Case and Download remain available in the action panel for the individual invoice.
The export function takes all the invoices in submitted state and generates an Excel file containing a row for each combination of VRC, Charge Type, and Rate, summed across all the included invoices. This file can be used to export the data to an accounting software such as QuickBooks, using third-party software such as Transaction Pro.
Invoice status explanation:
Draft: Invoice is being validated. If needed, it can be updated to add more to it.
Finalized: Invoice is finished and ready to be sent to the customer.
Submitted: Invoice has been sent to the customer.
Exported: Invoice can be/has been exported to the firm's accounting software.