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Invoicing

How to Create, Edit, Approve, and Manage Invoices in Qunote

Invoicing in Qunote allows users to generate, track, and manage invoices for client services. This ensures that all billable activities—including time spent, expenses, and travel—are accurately recorded and billed.

This guide covers:

How to create invoices
Understanding invoice statuses
Approving and finalizing invoices
Editing and deleting invoices
Exporting and sending invoices

What is Invoicing in Qunote?

Qunote’s invoicing feature allows you to bill clients for services provided, including:

✅ Time-based charges (e.g., case management, therapy sessions)
✅ Fixed-fee services
✅ Travel and mileage expenses
✅ Additional costs (e.g., disbursements, admin fees)

Each invoice is linked to a client and can be generated, edited, exported, and tracked from the invoicing section.

Viewing Filenotes in Qunote?

To view filenotes, follow these steps:

Navigate to the Client’s File
- Click on the client’s name from your dashboard or search for them using the search bar.
- Select the Filenotes section from the left-hand menu.
Click on a Filenote
- Clicking on a filenote will expand it, showing details such as clinical notes, expenses, duration, and author.
Expand All Filenotes
- To view all filenotes at once, click the “Expand All” button.
Use Filters to Find Filenotes
- You can filter filenotes by:
  - Keyword (search for specific words within the filenote)
  - Date range (find notes within a certain timeframe)
  - Author (filter by the person who created the note)
  - Category (such as travel, consultation, or therapy)
  - Chargeable status (view only billable notes)

Creating an Invoice in Qunote

1️⃣ Go to the Invoicing Section

Navigate to Main Menu > Invoicing
Click “Create Invoice”

2️⃣ Select a Client

Use the dropdown menu to choose the client being invoiced.

3️⃣ Add Invoice Details

Invoice Title (e.g., “Case Management Services – January 2025”)
Invoice Date (Set the issue date of the invoice)
Billing Period (Specify the date range for services covered in the invoice)

4️⃣ Add Billable Items

Click “Add Line Item” to include services, travel, and expenses.
Choose from:
- Time-based charges (Automatically pulled from filenotes)
- Fixed-fee items (e.g., reports, assessments)
- Travel & mileage (Enter distances, costs)
- Expenses (Upload receipts if needed)

5️⃣ Set Invoice Charges & Tax

Choose the correct tax rate (e.g., VAT, no VAT).
Select charge-out rates (based on pre-set client agreements).

6️⃣ Preview & Save

Click “Preview” to review the invoice.
Click “Save as Draft” to finalize later, or “Submit for Approval” if ready.

Understanding Invoice Statuses

Status

Meaning

Draft

Invoice is being prepared and can still be edited.

Pending Approval

Invoice is submitted but requires approval before sending.

Approved

Invoice has been reviewed and finalised.

Sent

Invoice has been sent to the client.

Paid

Payment has been received and recorded.

Overdue

Payment is late and needs follow-up.

Approving and Finalising Invoices

Go to Main Menu > Invoicing
Click on an invoice with “Pending Approval” status.
Review the charges, tax, and details.
Click “Approve” if everything is correct.
Once approved, the invoice can no longer be edited.

⚠️ Only users with the correct permissions can approve invoices.

Editing & Deleting Invoices

To Edit an Invoice

Open the Invoicing section.
Click on an invoice with “Draft” status.
Make changes and click “Save”.

To Delete an Invoice

Find the invoice you want to remove.
Click Delete (⚠️ Only draft invoices can be deleted).

Exporting & Sending Invoices

1️⃣ Download a PDF Copy

Open an invoice and click “Export as PDF”.

2️⃣ Send an Invoice via Email

Click “Send Invoice” and enter the client’s email.
Optionally, add a custom message.
Click “Send” to deliver the invoice.

3️⃣ Bulk Export Invoices

Select multiple invoices from the list.
Click “Export All” to download them in bulk.