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How do I create an invoice in Collaborati?

You can create invoices manually using Collaborati's web form.

To create an invoice in Collaborati

An invoice includes the following sections:

Step 1: Header

  1. Enter/select invoice header fields. Refer to the Creating an Invoice: Header Page Fields table for descriptions of all fields.
  2. Click Next.

Step 2: Line Items

  1. .Enter/select invoice line item fields. Refer to the Creating an Invoice: Line Items Page Field table for descriptions of all fields.
  2. Click Add Item. The line item appears in the list of items for this invoice and a running total displays at the bottom of the page.
  3. Add additional line items if necessary.
  4. Click Next.

Creating an Invoice: Line Items Page Field  

Field

Description

Matter

The number or name of a matter for the client being billed. The client determines the list of available matters.

Item Type

•Adj on Exp—Indicates positive or negative adjustments against your itemized or summary expenses. Use this item type when you have specific arrangements with your client.

This option only appears if you select Alternative Fee as the Fee Arrangement on the Header page and if you have added at least one expense line item.

•Adj on Fees—Indicates positive or negative adjustments against your itemized or summary fees. Use this item type when you have specific arrangements with your client.

This option only appears if you select Alternative Fee as the Fee Arrangement on the Header page and if you have added at least one fee line item.

•Exp—Indicates a specific expense or disbursement.

•Fee—Indicates a specific task completed as part of services provided.

•Total Exp—Indicates a summary of expenses or disbursement. You can only add a Total Exp line item if you have not already added an Exp line item.

•Total Fees—Indicates a summary of the fees for services provided. You can only add a Total Fees line item if you have not already added a Fee line item.

TK

The ID of the timekeeper. The vendor administrator sets the list of available timekeepers, and the client authorizes this list. A timekeeper ID is not required for an expense.

Date

The date that the fee or expense occurs.

with Exp selected from Item Type

Exp

An appropriate billing code for the expense. Your client sets the list of available expense codes.

Price

The unit price of the expense. The number of decimal places you can enter depends on your client's settings. For more information, see How do I view my client's settings?

Units

The number of units of the expense.

with Fee selected from Item Type

Fee

An appropriate billing code for the fee. Your client sets the list of available fee codes.

Activity

An appropriate activity code for the fee. You client sets the list of available activity codes. You can add a fee without including an activity code.

Rate

The hourly rate of the timekeeper.

Hrs

The number of hours worked for the line item.

Discount

The discount amount for the fee or expense line item. This amount is automatically deducted from the line item and the new amount displays in the Amount field.

Amount

The line item amount based on all other amounts you enter as part of the line item.

empty text field

A description of the line item.

Taxable Item

A check-box that specifies that the line item is taxable. Refer to How do I add taxes to line items in an invoice? for more information about how to add US taxes to a line item.

Note: This field only appears if the Tax Type of the invoice is US.

Non U.S. Taxes

A drop-down field that specifies non-US taxes for the line item. Refer to How do I add taxes to line items in an invoice? for more information about how to add non-US taxes to a line item.

Note: This field only appears if the Tax Type of the invoice is Non-US. You cannot add taxes to individual line items if you select Summary Level for the Tax Level.

Step 3: Taxes & Discount

From the Taxes & Discounts page, you can apply taxes and discounts to an invoice's total amounts.

Section

Description

Discounts section

Discounts can be applied to individual invoice line items from the Line Items screen, or from the Taxes & Discounts screen, as a percentage off of total fees, total expenses, or the invoice total.

For the Apply discounts to option, select either Fees & Expenses or Invoice Total.

•Choose Fees & Expenses to enter a discount against fees or expense or both (e.g., if you wish to enter different discounts for each). The Current Total Fees and Current Total Expenses display in the Apply Discounts form, and the Fee Discount (%) and Expense Discount (%) fields appear on the screen.

Enter the value as a percentage (for example, if you wish to enter 10% discount, enter 10). You will see how your discount affects the Current Total value under the calculated Subtotal field below your discount.

•Choose Invoice Total to enter a discount against the entire invoice. The Current Invoice Total displays in the Apply Discounts form, and the Invoice Discount (%) field appears on the screen.

Enter the value as a percentage (for example, if you wish to enter 10% discount, enter 10). You will see how your discount affects the Current Total value under the calculated Subtotal field below your discount.

Taxes section

The contents on this section depend on the Tax Type you select on the Header page. Refer to How do I add taxes to line items in an invoice? for information about adding taxes to a line item.

•(For US taxes) For Tax(%), enter a tax rate value as a numeric percentage, without the "%" sign. For example, if you wish to enter 8.25% rate, enter 8.25. The tax rate is applied to all line items of the invoice that are marked as Taxable item.

•(For Non-US taxes—Summary Level) Enter taxes using the following fields:

Matter—Select the matter associated with the tax.

Type—Select whether the tax is for a Fee or Expense.

Description—Select a non-US tax category to associate with the amount.

Amount—Enter the tax amount.

Note: Taxes can only be added for the matters and line item type that are used in line items in the previous page (e.g. if your itemized invoice contains only Fees, you cannot enter a tax on Expenses).

Note: If all line items for the invoice apply to a single matter, and you are applying non-US taxes to the invoice, the Matter drop-down list will already contain the correct matter.

•(For Non-US taxes--Line Item Level) Under Taxes, enter a tax rate value for each tax code that you added to line items on the Line Items screen.

Step 4: Attachments

You can add all types of files as attachments, including word processor or spreadsheet documents, image files, web pages (HTML files), zipped files and more. Each attachment cannot exceed 20MB. The invoice can support multiple attachments totaling over 20MB.

  1. Add one or more attachments by clicking the Browse button next to the File boxes for each attachment. If you want to attach more than three files, click on the Add Another File link next to the Attach Files button; there is no limit to the number of attachments you can add.
  2. When you have selected all files you wish to attach, click on the Attach Files button at the bottom of the page.
  3. You will see the list of your attachments in the table below. Click the Done button at the bottom of the page to return to your invoice.
  4. When you are finished attaching files to this invoice, click Next to go to the Preview & Submit screen (see How do I preview and submit my invoice?).

Step 5: Preview & Submit

  1. Review invoice information to make sure there are no omissions. If there are errors, click any of the Edit hyperlinks (Edit Line Items, Edit Taxes & Discounts, or Edit Header) to make any changes (see How do I edit a line item in an invoice?).You can edit each line item directly from this page as long as the invoice has not been submitted.
  2. To submit the invoice to the client, click the Submit to Client button. A submit confirmation screen appears.
    To save the invoice for later submission, click the Submit Later button.
  3. Click OK. The invoice is submitted to the client and is searchable in the Track Invoices screen.
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