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Creating an Invoice

  • 01/10/2026
  • Knowledge

How To
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When you are ready to invoice your client, you can generate an individual invoice from within the relevant matter or you are able to generate bulk invoices for multiple debtors without having to open each individual matter.

  • Desktop
  • Web
  • iPhone
  • iPad
  • Android

Create an Invoice

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Click New Invoice.

     
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    Only items marked as Billable - Next Invoice will be included on the New Invoice.

    To include Not Billable Time Entries, see Application Settings - Invoice > General.

     
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    The Invoice entry limit (number of entries that can be included in a single invoice) is 2000 entries per invoice and additional entries will be in future invoices.

     
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    New Invoice is also available via the following tabs of a matter:

    • Financial Summary
    • Time & Fees
    • Office Accounting > Anticipated Payments
    • Office Accounting > Cost Recoveries

  5. Enter a Debtor or click Select List to select a Debtor from Cards List for Invoice To.

    See Creating a Split Invoice for more information about .

  6. (Optional) Edit the Memo before finalising the invoice.

     
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    The Memo field is automatically filled with the Matter No, Client, Matter Type, and details from the Other column in your Matter List. 

    The Other column displays the table details directly below the Matter Type in the Details section of the matter. If you want to change what is displayed, you can either reorder the tables in your matter by referring to the section on Editing Table Types or simply edit the memo directly.

  7. An automatic sequential number is filled in Invoice No.

    Untick Auto checkbox if you would like to update the invoice number manually. This will change for this invoice only and will not alter the automatic number sequence. An invoice number can only be changed during the initial process of creating the invoice.

    See Application Settings - Accounting > Transaction Numbering for the Last Invoice No. used.

  8. Enter or click to select an Invoice Date.

  9. Enter or click to select a Date Due.

    Date Due is calculated from the number of days entered in LEAP Application Settings for Invoice Term (days).

    See Application Settings - Invoice > General for more information.

  10. (Optional) Select a staff member to be notified on Assign To.

    Click to enter a Memo for the assigned staff member.

  11. Set the Status of the invoice.

    • Draft - Unapproved (default)
    • Draft - Approved
    • Final - Printed/Sent

  12. Click Select List to select an Invoice Layout.

    See Application Settings - Invoice > Layout for more information.

  13. (Optional) Click to sort the items by Date - Ascending or to sort the items by Date - Descending.

  14. Click Save & Close.

     
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    You can click the drop-down arrow of Save & Close for other options:

    • Save & Protect Trust - Save & close the invoice and allocate Protected Trust Funds to pay the invoice.
    • Save & Trust to Office Transfer - Save & close the invoice and open Trust to Office Transfer to pay the invoice. Please consider applicable trust account regulations in the relevant jurisdiction before using this option.
    • Save & Apply Credits - Save & close the invoice and apply an available Credit balance against the invoice.
    • Save & Reallocate Fees - Save & close the invoice and Allocate Fees for staff members.

    If you are looking to add your Firm's payment details to your invoice, please see Application Settings - Invoices > Notices for more information.

Create Invoices in Bulk

 

Within LEAP Accounting Plus, select the Invoicing tab:

  1. Click Create invoices from the list.

    A list of Invoices will appear in the window.

     
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    You can sort the Create invoices display by clicking  and selecting a column heading from the drop down list. These can also be sorted in ascending or descending order.

    Columns can be hidden by clicking  , and deselecting the heading of the column you wish to hide.

  2. Select the relevant matter filters and settings as required.

    Matter filtersSettings
    StatusBatch no
    Billing categoryLayout
    DebtorStaff assigned to

    Person responsible

     

     

    Set status:

    • Draft - Unapproved (default)
    • Draft - Approved
    • Final - Printed/Sent
    Person actingSet invoice date - click the  calendar icon
    Filter transactionsSet due date - click the  calendar icon
    At date - click the  icon to select a date
     
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    Click Clear filters to reset all of the above filters to default.

  3. (Optional) toggle Inc. tax off if you wish to see the Time & Fees, Disbursements and Total amounts without tax. 

  4. Tick each box to select the Matter/s you wish to create an invoice for.

     
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    If you have a matter set up to auto-split invoices by default, the Debtor field will display the message Matter has split invoicing enabled. You can hover your mouse over this field and view which cards the invoice is being split between, as well as the percentage split.

  5. Tick the Print box at the top right corner if you wish to print all the created invoices after they are populated.

  6. Click Create.

    The created invoices will be saved on the Office Accounting > Payments & Debtors tab of each selected matters.

Finalise an Invoice

 
 
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Once an invoice is finalised, you can only adjust the amount; no other details can be changed.

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Find and double-click to open the Draft invoice you wish to finalise.

    You can also right-click the Draft invoice and select Open.

  5. Click the drop-down list of Status and select Final - Printed/Sent.

  6. Click Save & Close.

 
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See Changing Invoice Status if you would like to finalise bulk invoices.

Group Similar Items

 
 
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Please note that items may be automatically grouped together if the option 'Group on Invoice' is turned on for the specific Activity Code. For more information on Activity Code settings, please see our article Application Settings - Activity Codes.

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Right-click an item or heading on the invoice and select New Group.

  6. Click on the New Group text in Description column to rename the group.

  7. Click and drag items into the new group.

    Hold Ctrl on your keyboard to select multiple items and hold Alt whilst dragging multiple items into the group.

    To remove or ungroup items from a group within the draft invoice, click on the item you wish to modify and drag it outside the group. This action will remove the item from the group, allowing it to be listed separately in the invoice.

Add Items to Draft Invoice

 

Drag and Drop

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Select and drag unbilled items from any of the following tabs into the opened invoice's groups. E.g. Professional Fees or Disbursements.

    • Time & Fees - unbilled Time and Fee entries
    • Office Accounting > Payments & Debtors - unbilled Office Payments and Disbursement Journals
    • Office Accounting > Anticipated Payments - unbilled Anticipated Payments
    • Office Accounting > Cost Recoveries - unbilled Cost Recoveries

    Hold Ctrl on your keyboard to select multiple items and hold Alt whilst dragging multiple items into the invoice.

  6. Click Save & Close.

Invoice Window

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Right-click an item on the invoice, hover over Add Unbilled Items and select the following:

    • Time & Fees
    • Cost Recoveries
    • Office Payments
    • Anticipated Payments
    • Disbursement Journals

    The Select Unbilled Items will open in a new window.

  6. The Transaction Type should be set to the previous option you've chosen.

    Click the drop-down list to change the Transaction Type if required.

  7. Select the Billable Status from the drop-down list.

    • Billable - All
    • Billable - Next Invoice (default)
    • Billable - Later Invoice

  8. (Optional) Tick Inc. tax if you would like the Amount to include tax.

  9. Select the desired items.

    Hold Ctrl from your keyboard to select multiple items.

  10. Click Select.

New Time Entry, Fee or Cost Recovery

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Click on New Time Entry to create a new Time Entry, or click on the drop-down arrow next to it to create a:

    • New Fee
    • New Cost Recovery

  6. Click Save & Close (Time Entry, Fee or Cost Recovery window).

Edit Items in Draft Invoice

 

You can edit items in a draft invoice but you cannot edit items in a finalised invoice. To edit items in a draft invoice, follow these steps:

Time & Fees - Edit

 
 
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Modify the Time & Fee entries directly from a Draft invoice without having to remove them, modify from Time & Fees tab and add back into the invoice.

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Right-click the Time or Fee entry on the invoice and select Edit.

    The Time or Fee entry window will open.

  6. Make the desired changes.

  7. Click Save & Close (Time/Fee entry window).

    The updated Time or Fee entry is also updated on the invoice.

Time & Fees - Move to Another Staff Member

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Right-click the Time or Fee entry on the invoice and select Move to Another Staff Member.

    The Select Staff will open in a new window.

    Hold Ctrl to select multiple Time and/or Fee entries if you would like to bulk change them.

  6. Select a staff member.

  7. Click Select.

Time & Fees - Apply Activity Code

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Right-click the Time or Fee entry on the invoice and select Apply Activity Code.

    The Select From List - Activity Codes will open in a new window.

    Hold Ctrl to select either multiple Time or multiple Fee entries if you would like to bulk change them. You cannot bulk change Time and Fee entries together.

  6. Click Select.

  7. Click Yes on the confirmation window to apply the new activity code.

Invoice Only

 
 
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You can modify the item's Amount, Tax Amount (MYOB only), Tax Code and Total Amount for the invoice only.

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Right-click the item on the invoice and select Properties.

    The Invoice Item Properties will open in a new window.

  6. Change the Amount.

  7. (MYOB only) Change the Tax amount.

  8. Click Select List to change the Tax Code.

  9. Change the Total amount.

  10. Click OK.

Remove Items from Draft Invoice

 

To remove items from a draft invoice, follow these steps:

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Select the item you wish to remove.

    Hold Ctrl on your keyboard to select multiple items.

  6. Right-click the selected item (or any of the multiple selected items) and select the following:

    • Remove from Invoice
    • Remove & Set to Not Billable (Time & Fees only)
    • Remove & Set to Billable - Later Invoice (Time & Fees only)

  7. Click Save & Close.

Delete a Draft Invoice

 

To delete a draft invoice, follow these steps:

  1. Open the matter.

  2. Click LEAP Accounting. LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the draft invoice.

  5. Click the Delete icon at the top-left corner of the invoice window.

  6. Click Yes to confirm. Once deleted, all invoiced items will revert back to Billable - Next Invoice status.

 
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Finalised invoices cannot be deleted. If a correction is required, the invoice must be reversed. Once a finalised invoice has been reversed, it is not possible to undo this. You will need to create a new invoice.

Reverse a Finalised Invoice

 

If you have finalised an invoice that has incorrect information, you can reverse the invoice. Reversing a finalised invoice will return all the time entries to the Time & Fees tab and have their status reset to Billable - Next Invoice. To reverse a finalised invoice, follow these steps:

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Open the finalised invoice.

  5. Click at the top-left corner of the invoice window.

    You will be presented the reversal invoice window.

  6. Click Save & Close to confirm the reversal.

When a finalised invoice is reversed, all of its Time/Fee entries, cost recoveries/disbursements and payments will revert back to Billable - Next Invoice status.

 
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Once a finalised invoice has been reversed, it is not possible to undo this. You will need to create a new invoice. The invoice number from the reversed invoice will be freed up and you will be able to use it again.

 
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If you are unable to reverse an invoice, check if the invoice has any fee allocation on it. If the invoice does have fee allocation, open the Fee Allocation window, click on 3 dots > click Reverse. Now you will be able to reverse the invoice.

Adjust/Write Off a Finalised Invoice

 

To adjust an invoice or write off a finalised invoice, follow these steps:

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tabs.

  4. Find and right-click the finalised invoice and select Adjust Invoice.

    The New Invoice Adjustment will open in a new window.

  5. Enter or edit the Mail To.

  6. Enter the total Amount you will be adjusting the invoice under Mail To.

     
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    To adjust the invoice down, the amount must be negative. E.g. -100.00. This will discount the original invoice and you will be able to refund this amount to your client.

  7. (Optional) Untick Auto to change the Adjustment No. manually.

  8. Enter or click to select the invoice adjustment Date.

  9. Enter or edit the Reason for the adjustment.

  10. Enter the Adjustment amount for each item on the invoice.

     
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    The total figure of Adjustments entered must equal to the total figure in the Amount field.

  11. Click Save & Close.

     
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    Click Write Off if you are writing off the entire/remaining amount of the invoice instead.

    This process will write off the receivable from your accounting records.

 
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It is not possible to adjust the Tax Code on a finalised invoice. To edit the Tax Code, you will need to reverse the invoice, edit the Tax in Time & Fees, then Create a New Invoice.

Reverse an Invoice Adjustment

 

To undo an adjustment that has been applied to an invoice, you must create a reversal transaction for that adjustment:

  1. Open the Matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Payments & Debtors tab.

  4. Locate and open the Adjustment entry you wish to undo.

  5. Click the Reverse Transaction icon at the top-left corner of the Adjustment window.

  6. This will create a new entry for the reversal, effectively undoing the adjustment's impact on the invoice balance.

 
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  • Deleting vs Reversing: If you are trying to delete or reverse the original invoice itself, you must first reverse any adjustments attached to it. If you attempt to delete an invoice with an active adjustment, you will receive an error message: "Can't Reverse / Delete. This invoice has the following unreversed transactions attached: adjustment(s)" .
  • Finalised Invoices: Once a finalised invoice has been reversed, it cannot be undone. You will need to create a new invoice .

Additional Options

 
 
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For more information about Open Fee Allocation, click here.

Alter Fees on Draft Invoices

 

  1. From the invoice, click the ellipsis button ellipsis button and select Alter Fees.

    The Alter Time/Fees will open in a new window.

  2. Select and alter Time and Fee entries by either an Amount or Percentage.

  3. Enter a negative number to adjust the amount/percentage down or a positive number to adjust the amount/percentage up.

    If you are adjusting by Amount, untick Inc. tax if necessary.

  4. Click OK.

  5. Click Yes to confirm.

 
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To undo the changes, select Restore to Original Amounts and click OK.

Advanced Alter Fees on Draft Invoices

 

  1. From the invoice, click the ellipsis button ellipsis button and select Alter Fees.

    The Alter Time/Fees will open in a new window.

  2. Click Advanced.

    The Advanced Alter Time/Fees will open in a new window.

  3. Enter a negative number to adjust the Alter (Percent)/Alter (Amount) down or a positive number to adjust the Alter (Percent)/Alter (Amount) up.

    If you are adjusting by Alter (Amount), untick Inc. tax if necessary.

  4. Click OK.

  5. Click Yes to confirm.

Send to Word

 

From the invoice, click the ellipsis button ellipsis button and select Send to Word. Afterwards, choose a Word Tax Invoice template to use.

 
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If an invoice memo is missing from the invoice after it is sent to Word, please perform a LEAP Repair.

New Email

 

To send an invoice to a client via email, from the Invoice window, click the ellipsis button ellipsis button and select New email.

A new email will open in Microsoft Outlook with the invoice as a PDF attachment. The attached invoice will include a payment link allowing the client to pay the invoice.

To add multiple recipients, use the "To," "Cc" (Carbon Copy), or "Bcc" (Blind Carbon Copy) fields in the email client.

Once the email is sent to the recipient, the email will then be saved in the matter. In Outlook, the email will either be in the Sent Items folder or the Outbound LEAP Matter Based Emails folder if Auto Routing is selected. 

If the email is not saving in the matter, refresh the matter and check again. If it still does not save into the matter automatically, perform an Automation Repair to reset and repair the connection between LEAP and Microsoft Office applications.

 
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You must be linked to RapidPay to use New RapidPay email. For more information, click here.

Print

 

From the Invoice, click the ellipsis button ellipsis button and select Print to create a PDF which you can print on your printer File > Print. A physically printed invoice can then be mailed or posted to a physical mailing address.

Print and Save

 

From the Invoice, click the ellipsis button ellipsis button and select Print and Save to print and save a PDF copy of the invoice onto the matter's Correspondence List.

To save the invoice onto your computer or device, select the invoice from the Correspondence window > right click >  and Export Document > to download to your device.

Share

 

To share an Invoice with your client through LawConnect:

  1. Click the Share button at the bottom, or the (Share Invoice) icon at the top of the invoice window.

    The Share Invoice window will open.

  2. Type the 'recipient name or email' in the To field, or select an available card from the list.

     
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    Additional recipients can be added by clicking CC or BCC.

  3. new.jfifBy default, the Subject line will already be completed, but users now have the ability to edit it as they please.

  4. Select wheter you want to 'Attach a PDF copy of the Invoice to the email' by checking the box.

  5. Select how recipients can Access the invoice by either choosing:

    • Sign In to view; or

    • Anyone with the link can view.

  6. You can also preview how the recipient will receive the email by selecting Email Preview or how the Invoice will display by selecting Invoice Preview.

  7. Click Share.

    The Invoice will be emailed to your recipient and will be saved in the Correspondence List of your matter with label "Shared". A payment link will be included in the invoice for the client to use.

General Ledger Information

 

General ledger journal for an invoice

Only invoices on Accrual or Hybrid accounting basis will create a general ledger journal. The journal is created once the invoice is marked as Final - Printed/Sent.

For Cash accounting basis, a journal is only created once a receipt has been applied to the invoice.

The general ledger entry for an Accrual or Hybrid accounting basis invoice is:

  • Debit - LEAP Debtors
  • Credit - depending on the items on the invoice, could be:
    • LEAP Client Fees (Time & Fees)
    • LEAP Cost Recoveries
    • LEAP Payments Received (Anticipated Payments & Office Payments)

See Setting Up Your General Ledger with LEAP Codes for more info.

General ledger journal for an invoice adjustment

For Accrual, Hybrid and Cash accounting basis, if the adjustment is negative:

  • Debit - LEAP Discounts Given
  • Credit - LEAP Debtors

For Accrual, Hybrid and Cash accounting basis, if the adjustment is positive:

  • Debit - LEAP Debtors
  • Credit - LEAP Discounts Given

Editing a Finalised Invoice

 

If you have finalised an invoice that requires a change because it has incorrect information, or if you have forgotten to include some information, you can reverse the invoice, make the correction, then recreate the invoice.

Create an Invoice

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Click New Invoice.

 
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Only items marked as Billable - Next Invoice will be included on the New Invoice.

 
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New Invoice is also available via the following tabs of a matter:

  • Financial Summary
  • Time & Fees
  • Office Accounting > Anticipated Payments
  • Office Accounting > Cost Recoveries

  1. Enter or click Open to select a Card for Invoice To.

  2. An automatic sequential number is filled in Invoice No.

    Untick Auto No. checkbox if you would like to update the invoice number manually. This will change for this invoice only and will not alter the automatic number sequence.

  3. Enter or click calendar to select an Invoice Date.

  4. Enter or click calendar to select a Due Date.

  5. (Optional) Click the default Invoice Layout name to bring up the drop-down list to select and change the Invoice Layout.

  6. Click the drop-down list to set the Status of the invoice.

    • Draft - Unapproved (default)
    • Draft - Approved
    • Final - Print/Sent

  7. (Optional) Enter or edit the Memo at the bottom-left corner of the invoice window.

  8. (Optional) Click uparrowto sort the items by Date - Ascending or downarrowto sort the items by Date - Descending.

  9. Click Save.

 
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You can click the up arrow of Save for other options:

  • Save & Protect Client - Save & close the invoice and allocate Protected Client Funds to pay the invoice.
  • Save & Client to Office Transfer - Save & close the invoice and open Client to Office Transfer to pay the invoice. Please consider applicable client account regulations in the relevant jurisdiction before using this option.
  • Save & Apply Credits - Save & close the invoice and apply an available Credit balance against the invoice.

Create Invoices in Bulk

 

Within LEAP Accounting Plus, select the Invoicing tab:

  1. Click Create invoices from the list.

    A list of Invoices will appear in the window.

     
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    You can sort the Create invoices display by clicking  and selecting a column heading from the drop down list. These can also be sorted in ascending or descending order.

    Columns can be hidden by clicking  , and deselecting the heading of the column you wish to hide.

  2. Select the relevant matter filters and settings as required.

    Matter filtersSettings
    StatusBatch no
    Billing categoryLayout
    DebtorStaff assigned to

    Person responsible

     

     

    Set status:

    • Draft - Unapproved (default)
    • Draft - Approved
    • Final - Printed/Sent
    Person actingSet invoice date - click the  calendar icon
    Filter transactionsSet due date - click the  calendar icon
    At date - click the  icon to select a date
     
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    Click Clear filters to reset all of the above filters to default.

  3. (Optional) toggle Inc. tax off if you wish to see the Time & Fees, Disbursements and Total amounts without tax. 

  4. Tick each box to select the Matter/s you wish to create an invoice for.

     
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    If you have a matter set up to auto-split invoices by default, the Debtor field will display the message Matter has split invoicing enabled. You can hover your mouse over this field and view which cards the invoice is being split between, as well as the percentage split.

  5. Tick the Print box at the top right corner if you wish to print all the created invoices after they are populated.

  6. Click Create.

    The created invoices will be saved on the Office Accounting > Payments & Debtors tab of each selected matters.

Finalise an Invoice

 
 
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You will no longer be able to edit the invoice if you save with the status Final - Print/Sent.

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and open the draft invoice.

  4. Click on the drop-down list of the Invoice Status at the top-right corner and change to Final - Print/Sent.

  5. Click Save.

Group Similar Items

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and open the draft invoice.

  4. Right-click the section header or an invoice item and select New Group.

  5. Click on the New Group's name to rename.

  6. Click  on the left of the invoice's item and drag into a group.

Edit Items in Draft Invoice

 
 
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This will update the invoiced item(s) for the invoice only.

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and open the draft invoice.

  4. Right-click an invoice item and select Properties.

  5. Click to edit content

  6. Click on any of the following columns of the Invoiced Item's row to change:

    • Amount Ex. Tax
    • Tax Code
    • Total

  7. Click Update.

  8. Click Save.

Remove Items from Draft Invoice

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and open the draft invoice.

  4. Right-click an invoice item and select Delete.

  5. Click Save.

Delete a Draft Invoice

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and open the draft invoice.

  4. Click Delete at the bottom-left corner of the invoice window.

  5. Click Confirm.

    Once deleted, all invoiced items will be unbilled again.

Reverse a Finalised Invoice

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and open the finalised invoice.

  4. Click Reverse.

  5. Click Save.

Adjust/Write Off a Finalised Invoice

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Find and right-click a finalised invoice and select Adjust Invoice.

  4. Enter the total Amount you would like to adjust.

 
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To adjust the invoice down, the amount must be negative. E.g. -100.00.

  1. Enter or edit the Mail To.

  2. Enter or edit the Reason.

  3. (Optional) Untick Auto No. to change the Adjustment No. manually.

  4. Enter or click calendar to select a Transaction Date.

  5. Enter the Adjustment amount for each item on the invoice.

 
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The total figure of Adjustments entered must equal to the total figure in the Amount field.

  1. Click Save.

 
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Click Write Off if you are writing off the entire/remaining amount of the invoice instead.

Reverse an Invoice Adjustment

 

To adjust an invoice or write off a finalised invoice, follow these steps:

  1. Open the Matter.

  2. Hover over the Office Accounting tab then click Payments & Debtors.

  3. Locate and open the Adjustment entry you wish to undo.

  4. Click Reverse.

  5. Click Save.

  6. This will create a new entry for the reversal, effectively undoing the adjustment's impact on the invoice balance.

 
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  • Deleting vs Reversing: If you are trying to delete or reverse the original invoice itself, you must first reverse any adjustments attached to it. If you attempt to delete an invoice with an active adjustment, you will receive an error message: "Can't Reverse / Delete. This invoice has the following unreversed transactions attached: adjustment(s)" .
  • Finalised Invoices: Once a finalised invoice has been reversed, it cannot be undone. You will need to create a new invoice .

Additional Options

 

Alter Fees

 

  1. From the draft invoice, click Alter Fees at the top-right corner of the invoice window.

  2. Toggle between the Percent and Amount options that you would like to alter.

  3. Enter a negative number to adjust the Amount/Percent down or a positive number to adjust the Amount/Percent up.

 
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If you wish to alter an Amount or Percent for each staff members, enter the figure in the Alter Percent or Alter Amount columns instead.

  1. Click Apply.

 
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To undo the changes, select Restore to Original Amounts and click OK.

Print/Email

 

  1. From the invoice, toggle On for Print/Email.

  2. Click Save.

    The Print Preview of the invoice will open in a new window.

  3. Click any of the following options to:

    • Email - Open Microsoft Outlook with a New Email with the Invoice as a PDF attachment.
    • Download - Download and save the invoice as a PDF document.
    • Print - Print the invoice.
    • Save to Matter - Save the invoice as a PDF document on the matter's Correspondence.

General Ledger Information

 

General ledger journal for an invoice

Only invoices on Accrual or Hybrid accounting basis will create a general ledger journal. The journal is created once the invoice is marked as Final - Printed/Sent.

For Cash accounting basis, a journal is only created once a receipt has been applied to the invoice.

The general ledger entry for an Accrual or Hybrid accounting basis invoice is:

  • Debit - LEAP Debtors
  • Credit - depending on the items on the invoice, could be:
    • LEAP Client Fees (Time & Fees)
    • LEAP Cost Recoveries
    • LEAP Payments Received (Anticipated Payments & Office Payments)

See Setting Up Your General Ledger with LEAP Codes for more info.

General ledger journal for an invoice adjustment

For Accrual, Hybrid and Cash accounting basis, if the adjustment is negative:

  • Debit - LEAP Discounts Given
  • Credit - LEAP Debtors

For Accrual, Hybrid and Cash accounting basis, if the adjustment is positive:

  • Debit - LEAP Debtors
  • Credit - LEAP Discounts Given

View Invoice

 

You can now view invoices on LEAP Mobile.

  1. Open the matter.

  2. Swipe to or tap the Office Accounting tab.

  3. Tap the Debtors tab.

  4. Tap the invoice to view.

 
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You may toggle the Inc. Tax option on or off to view invoice item amounts with tax or without tax.

Change Invoice Status

 

You can now change the invoice status of an invoice on LEAP Mobile.

 
Click to edit heading

You will not be able to change the status of the invoice once it's set to - Final - Print/Sent.

  1. Open the matter.

  2. Swipe to or tap the Office Accounting tab.

  3. Tap the Debtors tab.

  4. Tap the invoice to open.

  5. Swipe to the bottom and tap Status.

  6. Select the invoice status and tap Done.

  7. Tap Save. 

View Invoice

 

You can now view invoices on LEAP Mobile.

  1. Open the matter.

  2. Swipe to or tap the Office Accounting tab.

  3. Tap the Debtors tab.

  4. Tap the invoice to view.

 
Click to edit heading

You may toggle the Inc. Tax option on or off to view invoice item amounts with tax or without tax.

Change Invoice Status

 

You can now change the invoice status of an invoice on LEAP Mobile.

 
Click to edit heading

You will not be able to change the status of the invoice once it's set to - Final - Print/Sent.

  1. Open the matter.

  2. Swipe to or tap the Office Accounting tab.

  3. Tap the Debtors tab.

  4. Tap the invoice to open.

  5. Swipe to the bottom and tap Status.

  6. Select the invoice status and tap Done.

  7. Tap Save.

View Invoice

 

You can now view invoices on LEAP Mobile.

  1. Open the matter.

  2. Swipe to or tap the Office Accounting tab.

  3. Tap the Debtors tab.

  4. Tap the invoice to view.

Change Invoice Status

 

You can now change the invoice status of an invoice on LEAP Mobile.

 
Click to edit heading

You will not be able to change the status of the invoice once it's set to - Final - Print/Sent.

  1. Open the matter.

  2. Swipe to or tap the Office Accounting tab.

  3. Tap the Debtors tab.

  4. Tap the invoice to open.

  5. Scroll to the bottom and tap Status.

  6. Select the invoice status and tap Done.

  7. Tap Save.

Last Modified Date
1/10/2026 8:59 am
Title
Creating an Invoice
URL Name
Creating-an-invoice

Resolution
Office Accounting
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Creating an Invoice | LEAP Community