LeanLaw integrates with QuickBooks Online to store and manage invoices. You’ll create and review draft invoices in LeanLaw, then sync them to QuickBooks for delivery. This guide explains how to email, print, and download invoices efficiently.
Accessing Invoice Delivery Options
In LeanLaw, go to Billing > Manage Invoices to find delivery tools.
Use the three-dot menu next to an invoice for individual actions.
For batch processing, select multiple invoices and use the tools at the bottom.
Delivery Options Available
Email:
Sends the invoice directly from LeanLaw's email system.
You can preview the email before it's sent.
Combined PDF:
Creates a single PDF with all selected invoices, plus a cover page summary overview.
Ideal for printing and mailing.
Download as PDFs:
Creates a ZIP file with individual PDFs for each invoice, plus a summary page.
Useful for external systems that need invoices separately.
LEDES:
Creates a single LEDES-formatted text file for systems requiring this format.
Combined LEDES:
Exports a ZIP file with LEDES-formatted text files for each invoice.
Note: LEDES billing options are available for Pro and Elite subscription tiers.
Sending Smart Emails
Maintaining communication with your clients and within your firm is key for great working relationships. LeanLaw helps you stay connected with clients through smart email tools that simplify communication and payments.
Note: You can set your firm's default email template in Email Settings. Click here to learn more!
To email invoices:
Click on the Email button for a specific invoice you want to send.
If emailing multiple invoices, first check the checkbox on the left of each invoice, then select Email from the bulk delivery menu on the bottom of the screen.
Helpful Notes:
From the email delivery pop-up, you'll be able to customize the email addresses, subject, body, and payment links.
If you select multiple invoices to send, email addresses won't be visible or editable.
You can use email keywords (e.g. due date or amount) in the subject or body for dynamic messaging.
Payment Links Overview
Before sending emails, you can select from two types of payment links:
Invoice Payment Link:
Displays only the invoice total (not including any outstanding balances).
Clients can pay less than the full amount.
Full Balance Payment Link
Available if the client's QuickBooks Online balance exceeds the invoice amount.
If no other balance exists, the default Invoice Payment Link will display instead.
Clients will not have the option to pay less than the full amount.
Note: Payment links are a part of the Lean Align suite of features and require an account with our payments partner, Confido Legal. Click here to apply!
Tracking Sent Emails
Track your emails and send reminders from the Track Sent Emails page.
For more information, see the below articles:
Setting Preferred Delivery Method for Clients
QuickBooks Online lets you set a default delivery method, helping you streamline how invoices are sent. The two primary options are:
Send Later (Email): Marks invoices to be emailed.
Print Later: Marks invoices to be printed.
This setting can be found in QuickBooks Online:
Navigate to Account and Settings > Sales.
Choose the default delivery method for your firm.
The method you select will reflect in the Manage Invoices tab in LeanLaw. They will appear with the status “To email” or “To print” based on the client’s assigned method.
Overriding Delivery Preferences for Individual Clients
If some clients prefer printed invoices while others prefer emailed ones, you can set unique delivery methods for individual clients.
In QuickBooks Online: Update the client’s delivery preference under their profile.
In LeanLaw: Go to the QuickBooks tab for each client to override their firm-wide setting directly.
Efficient Monthly Invoice Management
With proper delivery settings in place, managing invoices becomes quick and simple. Follow these steps to process invoices in batches:
Create all invoices for the month in LeanLaw.
Use the Delivery filter in the Billing > Manage Invoices tab to organize invoices:
For Printed Invoices:
Set the filter to "Ready to Print".
Select all, then use Deliver > Combined PDF to generate a PDF of all invoices.
Print the PDF on your office printer for mailing.
For Emailed Invoices:
Set the filter to "Ready to Email".
Select all, then use Deliver > Email to send them out in one go.
Once processed, all invoices will automatically update to Delivered status.
This workflow ensures you efficiently manage both email and print invoices without missing a step.