Edit and send invoices as an LEA

RollKall offers you the ability to review and edit officer invoices. Please be aware that if your department chooses to review and edit invoices, the client will not see the invoice until you choose to send it. This is an intermediate step that will become a part of your agency's workflow.

Should your department choose not to edit the invoices, officer invoices are sent directly to the client for review, approval, and payment.

The Payments area of the application also allows RollKall LEAs to manage Agency payments and estimates.

Edit officer invoices

1. Click Payments in the navigation bar at the top of the page.
   The Payments page opens to the Officer tab, by default.
2. Click the Pending Review tab.
   Use the filters near the top of the page to get to the invoices you want, faster.
   
3. Find the invoice you want to edit, then click it to open it.
   Note: If you wish, you can add a custom Invoice Disclaimer for this client and invoice at the bottom of the invoice and then click Save.
4. Click Edit Invoice on the right side of the page.
5. Click Edit in the popup for the Timecard and/or Fees rows as appropriate.
   
   
6. Make edits as needed:

• Click +Add Fee to add an Officer Miscellaneous Item, Jurisdiction Fee, or Jurisdiction Vehicle Fee; then provide fee details and click the green checkmark to the right of the line item to add it to the invoice.

7. Click the Save button to save your edits.

Send officer invoices

Remember to review and send invoices regularly.

Use the filters to get to the invoices you want, faster.

From the Officer tab within the payments option, you can send invoices in two ways:

• To send a single invoice, find the invoice you want to send, then click Actions > Send on the right side of the row.
• To send multiple invoices, be certain you have filtered to and selected the appropriate invoices from the same Client. Then click Send Selected in the lower right corner. Finally, click the green Send as Single Invoice button.

Manage Agency invoices and estimates

If turned on within your RollKall application,  the Agency tab is visible within the Payments option. 

You can also generate and send an invoice to the Client after a job is complete to receive payment. Following are the steps to take to create estimates and invoices using manual payments. Included are some tips on how to manage them.

Create an estimate

This section covers how to create and manage estimates that will be sent to a client that has not elected to pay digitally. Estimates are created from the Manual Payments area of the Payments tab.

1. Click Payments in the navigation bar at the top of the page.
   
2. Click the Agency tab at the top of the page.
3. Click Create Estimate.
   Note: The Create Estimate button is available on all 4 tabs.
4. Perform the following to fill out the estimate information:
   1. The system will increment the Estimate # field for you. If you prefer you can overwrite the number per your internal numbering system.
   2. Add any Notes to the estimate (optional). Notes you add will be viewable to the client.
   3. Select the Date Issued.
   4. Select the Client in the Name field under Bill To.
   5. Click Add Jobs in the bottom left corner.
   6. In the upper right corner of the popup, select the timeframe over which you want RollKall to search for upcoming jobs you want to include on the estimate for this client.
   7. Select the job(s) you want to add to the estimate; then click Add Jobs.
      The job(s) you selected appear at the bottom of the estimate.
      Note: Best practice is to edit the job if needed so that the correct fees flow to the estimate, as updating the estimate does not update the job’s information and fees.
   8. Click Save estimate.
   9. Click one of the following:

Estimate Actions>Print Estimate to print the estimate so you can download it as a PDF file so you can email it to the Client.
Estimate Actions>Email Estimate to email the estimate to the Client.
Estimate Actions>Payment History to view past payments to this Client.
Estimate Actions>Delete Estimate to delete this estimate.

You can click the Back link in the upper left side of the page, just under the nav bar to navigate back to the main Payments page.

You should see the estimate you just created in your list of estimates.

Once you have heard back from the Client that they are ready to proceed, then you can proceed with posting/assigning the job. 

Manage Estimates via Manual Payments

As payments come in, it’s best to keep estimates on the Estimates tab by only converting to an invoice once that estimate has been paid in full. At that point, the estimate moves to the Paid tab. If the job has been completed, but not fully paid and you click Convert to Invoice, the estimate moves to the Awaiting Payment tab under invoices.

Create invoices via Manual Payments

You only need to create and manage invoices if you are interacting with Clients from whom you do not require estimates and prepayment or cases where a job has been completed and the estimate has been converted into an invoice.

1. Click Payments in the navigation bar at the top of the page.
   
2. Click the Agency tab at the top of the page.
3. Click Create Estimate.
4. Click Manual just below the nav bar; then click the Awaiting Payment tab. 
5. Click Create Invoice.
6. Perform the following to fill out the invoice information:
1. The system will increment the Invoice # field  for you. If you prefer you can overwrite the number per your internal invoice numbering system.
2. Add any Notes to the invoice (optional). Notes you add will be viewable to the client.
3. Select the Date Issued and Due Date.
4. Select the Client in the Name field under Bill To.
5. Click Add Jobs in the bottom left corner.
6. In the Upper right corner of the popup, select the timeframe over which you want RollKall to search for this Client’s completed jobs.
7. Select the job(s) you want to add to the invoice; then click Add Jobs.
8. The job(s) you selected appear at the bottom of the invoice.
9. Edit as needed, adding in any appropriate fees in the designated fields.
   The down arrow to the right of the Fees fields is clickable and opens an itemized fees listing. Likewise, the fees at the bottom of the invoice can be adjusted as needed.
   Note: Best practice is to edit the job if needed so that the correct fees flow to the invoice, as updating the invoice does not update the job’s information and fees.
10. Click Invoice Actions> Print Invoice to print the invoice so you can mail it to the Client or download it as a PDF file so you can email it to the Client.
11. Click Save Invoice.
12. Click the Payments link in the upper left side of the page, just under the nav bar to navigate back to the main Payments page.
13. Click Manual just below the nav bar; then click the Awaiting Payments tab.

You should see the invoice you just created in your list of invoices.

1. Mail or email the invoice to the Client.
   The Client will receive the invoice and pay your department.
   Note: If needed, you can click Invoice Actions> Delete Invoice to delete an invoice. Be aware that you cannot delete an invoice if payments have been applied or if the invoice has already been sent.
   
   

Manage Invoices via Manual Payments

Use the Edit button if you need to change invoice information. If needed, you can reprint and resend amended invoices.

Use the Apply Payments button as invoice payments are remitted. Partial payments remain on the Awaiting Payment tab, and display the balance due. Once the entire payment has been made, the invoice moves to the Paid tab.