'Invoice editors' are useful tool for editing and collaborating on invoices. This feature allows you to:
Grant ad hoc access to invoice preparation: Invite users who would not otherwise have access to invoicing to edit invoices. For example, you could invite an associate to edit descriptions or consult with another lawyer about the invoice amount.
Easy orientation: You can see when your input is required on an invoice, as well as when the edits are awaiting someone else's input.
Track tasks when editing invoices: You can see if everyone involved has made their changes.
What can editors do on an invoice?
Editors can provide valuable assistance with invoice editing. They can:
Edit timesheets and expenses: change the date, type, description, billed time, user and price.
Work with groups: create, rename and cancel groups of timesheets and expenses.
Change the billing period: adjust the period displayed on the invoice.
Move timesheets: move timesheets between cases efficiently.
Add additional editors: allows additional editors to be added if they encounter a situation that they are not authorised to resolve.
Restrictions for editors:
Editors CANNOT change the invoice status. This ensures that, if this feature is active, the invoice will not be forwarded for approval or issuance without the knowledge of the responsible person.
Editors cannot confirm or cancel requested changes made by another editor either.
Note: If any changes are made to the timesheet or expense, the system will display who made the last changes and when they were made.
How can editors be added to an invoice?
There are two ways to do this:
Via the '+ Add editors' button: This opens a window for selecting editors and adding comments. The comment field can be used to specify the desired changes to the invoice. After confirmation, the editors will be added to the invoice and the comment will be displayed in the 'Comments' section.
By tagging a user when writing a comment: If you type "@", SingleCase will display a list of usernames. This list has a suggestion feature – start typing the user's name to make it easier to find. Select the user you want to add as an editor, then add a comment.
How will the editors know that they have been added to an invoice and about their task?
Editors will be informed in two ways:
Email notification: After being added to the editor role, they will receive an email with a link to the invoice and, if applicable, a description of the changes. This notification can be turned off in the Mail and Calendar settings, in the Notification Settings tab.
Orange box on the home page: Users who have been added as editors to an invoice will see an orange box on the home page allowing quick access to invoices. This box displays invoices with the status 'Invoice drafting' that need to be reviewed by the user. In other words, the required changes need to be made. Once the review is marked as complete, the invoice is automatically removed from the orange box.
Invoices are listed in order of amount, from highest to lowest, and are represented by the client's name and the invoice amount. If the user has been tagged in a comment on an invoice, a comment icon will appear next to the client's name. Hover over this icon with the cursor to see the latest comment in a tooltip. This makes it easy to identify invoices and access relevant information quickly.
How can the requested changes be confirmed?
Editors can confirm the changes by clicking on the link in the orange box next to the 'Editors' section, or by clicking on their icon in the editors' list.
How can you cancel confirmation of requested changes?
You can cancel the changes by clicking on the editor icon.
This feature is most often used by those responsible for invoices to return changes for revision. Editors use cancellation of confirmation of changes if they have forgotten part of the assignment and want to add it, for example.
How do you enable the editor feature?
In the 'Billing' section of the company settings, select 'Allow editors to be invited to edit invoices'.
