Invoices can be generated based off of when a report is ordered or when a report is completed. You can instruct deverus when setting up your system on how you want a global setting enabled for one of the conditions below:

Using the first scenario ensures that you get paid sooner for your work, but you have to be more careful about exception pricing if the invoice has already been sent, and your clients may receive additional invoices for partial reports if searches are added to a report after the fact.

Using the second scenario ensures that each report is billed in total, and gives you more time for exception pricing. However, if any one search in a report is delayed, that delays invoicing for the whole report.

In either case, you always choose when to create invoices, and over what period invoices are created. For example, if you invoice for the month of March, and you're using scenario 1, then any and all searches ordered in March will be invoiced; under scenario 2, all reports completed in March (even if ordered in an earlier month) will be invoiced.

Because of these pros and cons, you can also choose a specific billing setting for an individual client or client type under the Invoicing section, as shown below. The Client Type setting will override the Global setting. The Client setting will override the Client Type setting.

Follow these steps to invoice your clients:

1. Under the "Accounting" tab, click the "Invoice Clients" option:
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2. Enter the dates you want the system to create invoices for.

*NOTE* The end date entered will be equal to 12am on that date. For example, if you need to invoice the full month of January 2023 you would enter 01/01/2023 as the start date and 02/01/2023 as the end date.

3. The invoicing process will still continue to run on the server even if your browser times out, gets closed, or stops loading for any reason after you start generating the invoices. If any of these events do happen, check if there are clients that still need invoicing after a few hours. This will give you an indication if the process ran (or is still running). The only time you should run the process a second time is if you see a system error display which states: "An error was encountered while processing your last request. Diagnostic information has been automatically collected and sent to our technology team for review," or if you have verified with us that the original invoicing process is no longer running.

4. Once invoices have been created, you can view these under the "View Client Invoices" tab and insert your specific dates to search by.

5. You will now have a view of all invoices created for that specific time period. You have the option to "send all invoices to clients" or to choose specific clients to send invoices to.

6. When selecting the Send Invoice option, Invoices will be sent to the email provided under client information "accounting email."

7. Clients will also have the option to receive invoices embedded or in PDF format. This setting can be found under the client editor invoicing tab or client type settings.

8. In the Client Information Editor, you will also find a Sales Tax Rate field where you can apply taxes to the client's invoices. Of note, a client with branch accounts will need the Sales Tax Rate saved at the client level for each branch.

You can select ALL BRANCH PAYERS AND SELF PAYING CLIENTS as an option in the invoice drop down box ONLY during specific time periods (because when you search this way it creates a heavy load and can cause server crashes during periods of high bandwidth usage on the server) To quote the system: "Due to the system resources required to process bulk invoices, invoicing all clients at once is available after 7pm and before 7am CST on weekdays, and all day on weekends. Restricting bulk invoicing to non-business hours will help your system perform at normal speeds and minimize disruptions." It is recommended that this action only be taken between 7PM - 7AM.

Notification sent- States if and when invoice was emailed to client.

Invoice not reviewed- States if client has logged into their system to review their invoice by clicking on the invoice to view it.

Invoice not sent to Quickbooks- States if Quickbooks email export has occurred

Invoice sent to CSV file- States if CSV export has occurred

Summary View- Shows summary of invoice including searches ordered and totals. No reference numbers or applicant details are shown on the Summary.

Detail view- Shows details of the invoice including searches, applicants, locations and reference numbers.

Change Invoice number- Change the number on the top left of the invoice. Invoice numbers are applied to each invoice in sequential order based on the last number used. The next automatically generated invoice number will follow the changed number. For example changing one of the current invoice numbers to 1055 will cause the system to assign the next invoice created an invoice number of 1056.

Send invoice- Send individual invoice through email to client's accounting department.

Export to Quickbooks- Receive a Quickbooks formatted email to your accounting email to import.

Delete Invoice- Delete the invoice. Searches will be available to be picked up on the next round of invoicing for date range originally completed.

Recreate Invoice- An invoice can be recreated to correct mistakes.

add fee/discount- Please review our article here to review this invoice option.

You can select from two different options for client delivery of invoices, HTML or PDF.

This feature allows you to view email activity logs on invoices, making it much easier to know when your customers have (or have not) received their invoices! Email delivery history is displayed under the Activity tab on the invoice.

In addition, the payment activity previously available on invoices has been moved under the Payments tab:

If you find it's necessary to delete multiple invoices, use the "Deletion Page" from the "Client Invoice Finder". Enter the date range for the invoices you want to delete, select any other filtering options, and click Go to Deletion Page, then Find.

On the "Delete Client Invoices" page, you can select some or all of the invoices you want to delete by checking the box on each invoice. Then select the "Delete All Checked Invoices" button. That's it!

You can look up client invoices by several criteria - date range, invoice number, client, etc. In addition, if you know the invoice numbers, you can enter them all in and look up several invoices by number at one time.

To search for client invoices, navigate to Accounting -> View Client Invoices.

From the Client Invoice Finder screen, you can look up client invoices based on the specified criteria (invoice number, client name, etc.). Enter the desired parameters to look up the invoice(s) you want to view or manage. Keep in mind, if you bring up several invoices at once, you can manage them in bulk or individually.

If you wish to search for more than one Invoice Number simultaneously, enter each number followed by pressing Enter/Return. You can also copy and paste a column of invoice numbers from a spreadsheet or Word document. After the invoice numbers have been entered into the 'Invoice Number' field, hit the 'Find' button:

You can use just one of the fields to search, or you can use multiple fields simultaneously to further limit your results (such as searching for unpaid invoices only within a certain invoice creation period).

When finished entering search criteria, click Find. You'll be taken to a list of all invoices matching your criteria. From here, you can manage any individual invoice using the links within each invoice snapshot, or you can perform bulk actions on all invoices (such as printing them or sending them to clients) using the links at the top of the page.