Invoicing and VAT
Invoices start as editable drafts and become fixed, numbered documents when you issue them. Corrections are made with a credit note, never by editing.
Creating an invoice
Start an invoice with New → Invoice on the Transactions page, from a matter's Invoices section, or with Invoice these fees under the matter's Fees & disbursements (which brings the raised fees onto the invoice so they can't be billed twice).
| Matter | The matter being billed. The client is the invoice's recipient. |
| Invoice number | Shows "Draft". Drafts are numbered when you issue them. |
| Due | Defaults to your payment terms. Type a date or a shortcut like +30. |
| Lines | Description, quantity and rate for each line. Switch each line between fee and disbursement: disbursements never carry VAT. |
| Notes | Optional: payment terms or references for this invoice. Your standard invoice footer is printed as well. |
Draft, issued, paid
| Status | What it means |
|---|---|
| Draft | Not yet sent. No number, can be edited or deleted freely. Never shown to the client on the portal. |
| Issued | Numbered and locked. The letterhead, recipient and VAT are frozen as they were at issue, so a reprint years later is identical. |
| Part-paid | Some of it has been paid. |
| Overdue | Past its due date and not fully paid. Caseo works this out from the due date; you never set it by hand. |
| Paid | Fully paid. |
| Credited | Cancelled or reduced by a credit note. |
An issued invoice can't be edited, turned back into a draft or deleted. To correct one, issue a credit note and, if needed, a new invoice.
Before Caseo will issue
- Your firm's name and address must be filled in under Firm details.
- If you're VAT registered, your VAT number must be filled in.
- A tax invoice over R5,000 needs the client's address.
If something is missing, Caseo says what, and you can still save the draft.
VAT
Set VAT once under Settings → Invoicing:
- Not VAT registered: documents are titled "Invoice" and carry no VAT.
- VAT registered at 15% (or whatever rate you set): VAT is added to fee lines only, never to disbursements, and the document is titled "Tax Invoice" with your VAT number.
The VAT on an invoice is fixed when it is issued, so changing the rate later doesn't alter invoices already issued. Fees raised on a matter carry VAT at the firm's rate, and matter figures show fees plus VAT.
Invoice numbers
By default numbers run per month (INV-202609-001, restarting each month). An Administrator can switch to one running number with your own prefix under Numbering. Because numbers are only taken at issue, deleting a draft never leaves a gap.
Recording payment
- Record payment: enter the amount (up to what's still due), date and method (EFT, Cash or Third party). Caseo records it as money received into business with a business receipt number, and the invoice moves to Part-paid or Paid.
- Pay from trust held: settle the invoice from the client's trust balance on the matter. This is a trust-to-business transfer, with the same limits (see Transfers to business).
- Once paid, you can print a receipt for the payment.
Credit notes
Supervisors and Administrators can issue a credit note against an issued invoice, for the full amount or part of it, with a reason. Credit notes are numbered CN-202609-001 and titled "Tax Credit Note" or "Credit Note" to match the invoice. Credited fees and disbursements are taken back off the matter.
Printing and sending
Print an invoice from the ledger or the matter; choose "Save as PDF" in the print dialog to keep a file. Send opens a new email in your own mail program, ready for you to attach the PDF. Issued invoices also appear on the client's portal, with their status and what's still due.
Following up
The Transactions page shows unpaid invoices at the top, with counts of overdue ones and drafts still to send. The Unpaid invoices report lists everything still owing and how long it has been outstanding, and Outstanding fees and disbursements shows what you can take from trust today.
Something unclear or out of date? Email hello@caseo.co.za.