Editing an Invoice in Microsoft® Word or Adobe® Acrobat®

The advanced editing mode allows you to use Microsoft® Word or Adobe® Acrobat® to edit an invoice that was created in Practice. This feature gives you full control over the appearance and content of your invoice. After completing your edits, the modified invoice is imported back into Practice for final printing and posting. Reimporting the invoice ensures that you have a record of the final invoice that was sent to the customer. If needed, you can revert back to the original Practice-generated invoice after editing the document in Word or Acrobat®.

Tip: Edit the invoice in the Practice invoice editor to get it as close as you can to the final invoice format before downloading it for editing in Word or Acrobat®. Once you edit an invoice in Word or Acrobat®, you cannot change the billing decisions or other selections in Practice without losing the edits made outside of Practice.

Notes:

• Invoices edited in Word or Acrobat® and then uploaded to Practice display a icon next to the status column on the Invoices list.
• Images in your invoices, including images inserted using Word or Acrobat®, must be inserted as embedded objects. Images that are inserted as links will be removed from the rendered invoice. Removing the image can change where text is placed on the invoice.

To use the advanced editing mode, do the following:

1. Prepare the invoice by making billing decisions and adding or modifying the invoice components as needed. See Editing Invoices for more information.
2. Locate the invoice on the Invoices list.

Note: You can also access invoices from the Clients or Projects list.

1. Open Dashboard, click Application Links on the navigation panel, and then click Bill WIP under Billing & Invoicing.
2. Click either the Clients or Projects tab.
3. Click  next to a client or project to display the invoices for that client or project.
3.  Select one of the following, depending on which application you want to edit the invoice with:
   • Microsoft® Word. Click Actions > Download/Upload > Download Word document. Files downloaded as Word documents are in a DOCX format.
   • Adobe® Acrobat®. Click Actions > Download/Upload > Download PDF document.
4. Enter the final invoice date to be printed in the invoice header. This final invoice date will not update when you final print.
5. Click Download.
6. Click Save, select the location where the invoice should be saved for editing, and then click Save again.

Note: The default file name of downloaded invoices is Invoice <invoice number>.

7. Make the needed changes to the downloaded copy of the invoice in Word or Acrobat®, and then save your edits.
8. In Practice, locate the invoice on the Invoices, Clients, or Projects list, and then click Actions > Download/Upload > Upload invoice.
9. Locate and select the edited copy of the invoice, and then click Open.
10. Verify that the invoice date on the Upload Invoice window matches the invoice date on the edited invoice, and then click Upload.

    Note: If you edit the invoice date during upload, only the date in the Practice database is updated. The date that displays on the invoice cannot be updated at this point.

11. Click one or more of the following options:
    • Click Save or Save > Save and Close to save your changes.
    • Click Print > Edit to print a draft invoice. See Printing an Editable Invoice for more information.
    • Click Print > Final to final print an invoice when it has completed the review process and is ready to be sent to the client. The invoice status is changed to Final. See Printing a Final Invoice for more information.
    • Click Post to post the invoice. See Posting an Invoice for more information.