About Trust Invoice Generation

Trust Invoices can only be created for Activities that are associated with a Matter created as Trust.

Who Can Use This Feature?

Anyone who has access to Danalix is able to use this feature.

How to Generate a Trust Invoice

Option 1:

To generate a trust invoice, go to:

Activities & Billing sidebar menu > Billing & Invoicing tab > on the Billing & Invoicing Summary screen, click the “Generate Invoice” button > on the “Generate Invoice” screen select Trust Invoice > select the Client and Matter > complete the remaining form field information > Save.







Option 2:

Go to:

Activities & Billing sidebar menu > Activities tab > on the Activity Summary screen, find the activity you want to create an invoice for > actions menu > Create Invoice > on the “Generate Invoice” screen select Trust Invoice > fill out all the other required information fields such as Client and Matter > Save.



Helpful Tips:

1. When generating an Invoice, you can indicate whether it is taxable or not. If it is taxable, note that the applicable taxes will need to be first setup under the Administration function in order for it to be displayed for selection.



2. You cannot generate an invoice for an Activity that is scheduled for a future date and has not yet happened.

3. You cannot create an invoice for an activity that is not validated.


More Helpful Tips

If the invoice’s Activity has any conflict, you will not be able to generate an invoice and will be provided with a warning message.

Creating New Matter When Generating a Trust Invoice

You are able to create a new Matter for a Client at the time of generating a Trust Invoice if it is not already created. However, it is recommended that you create your Matter beforehand so you are not derailed from the process of generating the invoice.

Creating New Activity When Generating a Trust Invoice

You are able to create a new Activity for a Client at the time of generating a trust invoice if it is not already created. However, it is recommended that you create your Activity beforehand so you are not derailed from the process of generating the invoice.

Creating an Invoicing For an Activity That is Not Validated

If a Client and its adjoined Matter has an Activity created but the “Activity is not Validated,” it will not be listed for selection in the “Activities” field dropdown list. It is recommended that you Validate your Activity beforehand.

How to Validate an Activity For Invoicing

Go to:

Activities & Billings sidebar menu > Activities tab > Not Billed or All sub-tabs>search for the Client and Matter > Validated column title > click the “No” button > within the activity information screen displayed, click the validate button.

What “Automatically” Happens in The Process of Generating a Trust Invoice

When an invoice is generated, the following will automatically take place:

On the Activity summary screen, the Activity Status changes from “Not Billed” to “Billed.”

On the Billing & Invoicing summary screen, the invoice is listed under both the Draft” and “All” sub-tabs with a ‘Draft’ Status.

What “Manually” Happens Based on Action(s) You Take While Generating an Invoice

You can perform the following “Actions” for the created Invoice:

o Move to Awaiting approval
o Edit Invoice
o Delete Invoice
o View Invoice

How to Pay an Invoice

Step 1:

Move the Invoice to from “Draft” Status to “Awaiting Approval”

An Invoice when first created is in “Draft” status and also requires you to perform the following action next: “Move to Awaiting Approval”.

To move the Invoice from “Draft” to “Awaiting Approval,” go to:

Activities & Billing sidebar menu > Billing & Invoicing tab > find the Client > Actions menu > Move to Awaiting Approval.

Once the invoice is moved from “Draft” to “Awaiting Approval:”

• It will be displayed under the “Awaiting Approval” sub-tab.

• Its status will change to “Awaiting Approval”



Step 2:

Approve, Email Client & Take Payment

You will be further required to: Approve, Email Client & Take Payment for the invoice




Helpful Tips:
If you try to approve, email client, and take payment and you do not have enough funds in the Trust Account, you will be provided with a warning message; and you will not be able to perform these actions. You will first need to “Record a Trust Payment.”






Step 3:

Once you a Approve, Email Client & Take Payment for the invoice:

You will be prompted to Add Trust Disbursement



A notification is sent to Danalix Notification Centre to let you know “you have received a request to approve an invoice for ABC Client with draft invoice #234 from John Doe.”



The Client is sent an email with the invoice status of: “Awaiting Approval ”



Step 4:

You are prompted to change invoice status from Awaiting Approval to Paid.

Once the invoice is moved from Awaiting Approval to Paid:

• A notification is sent to Danalix Notification Centre to let you know the invoice is approve

• The Client is sent an email with a link to the invoice with a status of “Paid.”

• A notification is sent to Danalix Notification Centre to let you know the invoice is Paid

• The invoice is displayed under the “Paid” and “All” sub-tab with a Paid status

• Within the Trust Payment transaction record, the invoice payment amount is reflected as a withdrawal amount from the trust payment record.

To view this go to:

Clients & Matter > Matters > locate the matter > actions menu > Record Trust Payment

Trust Reports

When a Trust Invoice is paid, it is reflected in the following Trust Reports:

Trust Disbursement Journal

The Trust invoice payment information on the Trust Disbursement Journal include information such as payee, purpose of payment, and the payment amount including taxes.

Trust Client Report

The Trust invoice payment amount is logged on the Trust Client Report as a Debit transaction including its applicable taxes. This amount is also deducted from the total trust payment (deposit), therefore also displaying the trust payment balance.

Client Trust Ledger

Trust Invoice payment amount is logged in the Client Trust Ledger as disbursement, which includes applicable taxes as well. Note that the disbursement for each Client is provided separately within the Ledger.

All disbursements for a Client are totaled and deducted from the available trust payment; therefore, also displaying the trust payment balance.

Trust Bank Reconciliation Report

Paid trust invoices are also logged in the Trust Bank Reconciliation report under the Withdrawals section of the report. For your convenience, all withdrawals for all Clients are totaled on the report. You are able to view withdrawals within a specified timeframe as well.

At the moment, there is no limitation with how far in the past you can view withdrawals.

Fees Book

Paid trust invoices are also logged in the fees book report. In this report, the fees are broken out into: fees billed, disbursement billed, taxes and the total amount billed.

All Client trust payments are logged in this report and are available within a specified timeframe.

Tax Report

Trust invoice tax amount is logged under tax report as follows:

• Tax Report > Total Invoice Tax Billed
• Tax Report > Total Invoice Tax Collected
• Tax Report > Tax Summary

Bank Transaction Confirmation > Trust Disbursement

The trust invoice payment amount is logged in the Bank Transaction under trust disbursement with a “Pending” status. That means it has not been confirmed that the withdrawal has been made.

To confirm the withdrawal, initiate the pending button, select: that the “withdrawal has been made,” the “account it has been withdrawn from,” and check whether the “transaction is reflected in the bank account.”

How to Print or Download a Trust Invoice

To view the Invoice, go to:

Activities & Billing > Billing & Invoices tab > find the Client > Actions menu > Invoice.

How to Email Trust Invoice to a Client

To view the Invoice, go to:

Activities & Billing > Billing & Invoices tab > find the Client > Actions menu > Invoice > on the Invoice Payment Receipt screen > email button.

Updated on: 29/08/2023