Infix Advocate – Finance Invoice Management 

The Finance Invoice module in Infix Advocate helps users manage income, expenses, financial transactions, and financial reports from a centralized system.

This guide explains how to configure finance settings, create income and expense invoices, manage invoice records, record transactions, and review financial reports.

Invoice Settings

Before creating income or expense invoices, configure the necessary finance settings.

Navigate to

Sidebar Menu > Invoice > Invoice settings

Complete the following fields according to your organization's requirements.

1. Income Invoice Prefix: Enter the prefix to be used before the income invoice number.

2. Expense Invoice Prefix: Enter the prefix to be used before the expense invoice number.

3. Invoice Number Padding: Specify the number of digits to be used for invoice numbering, including leading zeros where applicable.

4. Invoice Number Separator: Specify the separator used between components of the invoice number, where applicable.

5. Next Income Invoice Number: Enter the next number to be assigned to a new income invoice.

If the next invoice number is set to 0001, the next income invoice may begin with that number, depending on the configured format and prefix.

6. Next Expense Invoice Number: Enter the next number to be assigned to a new expense invoice.

7. Select Invoice Number Format: Choose the required invoice numbering format from the available options.

8. Remark Title: Enter the title that will appear above the remark section of the invoice.

9. Remark Body: Enter the default remark text to be displayed on the invoice, where supported.

10. Configure Terms & Conditions: Enter the terms and conditions that should appear on the invoice.

11. Save the Settings

Add Income Type

The Income Type section allows users to create categories for classifying different sources of income. These categories can be used when creating income invoices.

Navigate to

Sidebar Menu > Finance > Income Type List> New Income Type

Complete the following fields:

1. Income Type: Enter the name of the income category.

Example: Consultation Fees, Case Fees, or Other Income.

2. Description: Enter a brief description of the income type to explain its purpose.

Example: Income received from legal consultation services.

3. Create Income Type

Income Type List

The Income Type List displays all income types created in the system. Users can review the existing income categories and access the available actions for managing them.

Navigate to

Sidebar Menu > Finance > Income Type List

The list contains the following columns:

SL: Displays the serial number of each record.

Name: Displays the name of the income type.

Description: Displays the description of the income type.

Actions: Provides the available actions for managing the record, such as edit or delete.

Quick Search: Allows users to quickly find a specific income type from the Income Type List.

Export: Allows users to export the Income Type List for reporting or record-keeping purposes, such as copy, Excel, CSV, PDF & print.

Add Expense Type

The Expense Type section allows users to create categories for classifying different types of expenses. These categories can be used when creating expense invoices.

Navigate to

Sidebar Menu > Finance > Expense Type List > Add new Expense

Complete the following fields:

1. Expense Type: Enter the name of the expense category.

Example: Office Rent, Staff Salary, or Travel Expenses.

2. Description: Enter a brief description of the expense type.

Example: Expenses incurred for office rental payments.

3. Create Expense Type

Expense Type List

The Expense Type List displays all expense types created in the system. Users can review existing expense categories and access the available actions for managing them.

Navigate to

Sidebar Menu > Finance > Expense Type List

The list contains the following columns:

SL: Displays the serial number of each record.

Name: Displays the name of the expense type.

Description: Displays the description of the expense type.

Actions: Provides the available actions for managing the record, such as edit or delete.

Quick Search: Allows users to quickly find a specific expense type from the Expense Type List.

Export: Allows users to export the Expense Type List for reporting or record-keeping purposes, such as copy, Excel, CSV, PDF & print.

Add Bank Account

The Bank Account section lets users add bank account details to the system to manage and track financial transactions.

Navigate to

Sidebar Menu > Finance > Bank Account list > Add Bank Account

Complete the following fields:

1. Bank Name: Enter the name of the bank where the account is maintained.

2. Branch Name: Enter the name of the bank branch associated with the account.

3. Account Name: Enter the name of the individual or organization that owns the bank account.

4. Account Number: Enter the bank account number.

5. Opening Balance: Enter the initial balance of the bank account at the time of setup.

6. Description: Enter any additional information about the bank account, if necessary.

7. Create Bank Account

Bank Account List

The Bank Account List displays all bank accounts added to the system. Users can review bank account details, check account balances, and access the available actions for managing each record.

Navigate to

Sidebar Menu > Finance > Bank Account List 

The list contains the following columns:

SL: Displays the serial number of each record.

Bank Name: Displays the name of the bank.

Branch Name: Displays the name of the bank branch.

Account Name: Displays the account holder's name.

Account Number: Displays the bank account number.

Balance: Displays the account balance recorded in the system.

Actions: Provides the available actions for managing the bank account, such as edit or delete.

Quick Search: Allows users to quickly find a specific bank account.

Export: Allows users to export the Bank Account List for reporting or record-keeping purposes, such as copy, Excel, CSV, PDF & print.

Add Tax

The Tax section allows users to configure tax rates that can be applied to income or expense invoices, where applicable.

Navigate to

Sidebar Menu > Finance > Tax List > Add Tax

Complete the following fields:

1. Tax Name: Enter the name of the tax.

Example: VAT, Sales Tax, or Service Tax.

2. Rate: Enter the applicable tax rate.

Example: 15 for a tax rate of 15%.

3. Description: Enter a brief description of the tax, if necessary.

Example: Standard VAT rate applicable to taxable services.

4. Create Tax

Tax List

The Tax List displays all tax rates configured in the system. Users can review existing tax details and access the available actions for managing each tax record.

Navigate to

Sidebar Menu > Finance > Tax List

The list contains the following columns:

SL: Displays the serial number of each record.

Tax Name: Displays the name of the tax.

Rate (%): Displays the configured tax rate as a percentage.

Description: Displays the description of the tax.

Actions: Provides the available actions for managing the tax record.

Quick Search: Allows users to quickly find a specific tax record.

Export: Allows users to export the Tax List for reporting or record-keeping purposes, such as copy, Excel, CSV, PDF & print.

Add Income Invoice

The Add Income Invoice section allows users to create an invoice for services provided to a client. Users can select a client and case, add services, apply discounts and taxes, and record payment details.

Navigate to

Sidebar Menu > Invoices > Income Invoice List > Add Income Invoice

Complete the following fields:

1. Client: Select the client for whom the invoice is being created.

2. Select Case: Select the relevant case associated with the client, if applicable.

3. Invoice No: Enter or verify the invoice number generated by the system.

4. Invoice Date: Select the date on which the invoice is issued.

5. Due Date: Select the date by which the payment is due.

6. Discount Type: Select the applicable discount type from the available options.

7. Discount: Enter the discount amount or value according to the selected discount type.

8. Tax: Select the applicable tax for the invoice, if required.

9. Add Services: The service section allows users to add the services included in the income invoice. 

If the required service does not exist, click New Service to create one.

10. Payment Method: Select the payment method used to record the payment received against the income invoice.

Review the invoice totals displayed by the system.

Subtotal: Displays the total amount of the services before invoice-level adjustments.

Discount: Displays the discount applied to the invoice.

Net Total: Displays the amount after the applicable discount.

Order Tax: Displays the tax calculated for the invoice, where applicable.

Grand Total: Displays the final invoice amount after applicable discounts and taxes.

Paid Amount: Displays the amount recorded as paid.

Due Amount: Displays the remaining amount payable.

Verify that the amounts are correct before creating the invoice.

Add Order Note: Enter any additional information or remarks related to the invoice in the Order Note field, if required.

Create the Income Invoice

Print invoice availability when creating an invoice

Income Invoice List

The Income Invoice List displays all income invoices created in the system. Users can review invoice details, monitor payment status, and access the available actions for managing each invoice.

Navigate to

Sidebar Menu > Invoices > Income Invoice List

The list contains the following columns:

SL: Displays the serial number of each record.

Date: Displays the invoice date.

Invoice No: Displays the unique invoice number.

Client: Displays the name of the client associated with the invoice.

Total Amount: Displays the total amount of the invoice.

Paid: Displays the amount paid against the invoice.

Due: Displays the remaining amount payable.

Actions: Provides the available actions for managing the invoice, such as show, print, edit, or delete.

Quick Search: The Quick Search feature allows users to quickly find a specific income invoice.

Export: Allows users to export the Income Invoice List for reporting or record-keeping purposes, such as copy, Excel, CSV, PDF & print.

Add Expense Invoice

The Add Expense Invoice section allows users to record expenses incurred by the organization. Users can enter vendor and invoice details, add expense items, apply discounts and taxes, and record payment information.

Navigate to

Sidebar Menu > Invoices > Expense Invoice List > Add Expense Invoice

Complete the following fields:

1. Vendor: Select the vendor associated with the expense.

2. Invoice No: Enter or verify the invoice number.

3. Invoice Date: Select the date on which the invoice is issued.

4. Due Date: Select the date by which the payment is due.

5. Discount Type: Select the applicable discount type from the available options.

6. Discount: Enter the discount value according to the selected discount type.

7. Tax: Select the applicable tax for the expense invoice, if required.

8. Expense Type: Select the appropriate expense category to classify the expense.

If the required expense type does not exist, click New Expense to create one.

9. Select Payment Method: Select the appropriate Payment Method from the available options to indicate how the expense payment is made or intended to be recorded. If you select Bank, the Bank field will be shown here.

The expense table contains the following columns:

Expense: Displays the selected expense item.

Description: Provides additional information about the expense.

Qty/Hr: Specifies the quantity or number of hours charged.

Unit Price: Displays the price per unit or hour.

Sub Total: Displays the subtotal for the expense item.

Action: Provides the available actions for managing the expense row.

Review the calculated amounts before saving the expense invoice.

SubTotal: Displays the total amount of the expense items before invoice-level adjustments.

Discount: Displays the discount applied to the invoice.

Net Total: Displays the amount after the applicable discount.

Order Tax: Displays the tax calculated for the invoice, where applicable.

Grand Total: Displays the final invoice amount after applicable discounts and taxes.

Paid Amount: Displays the amount recorded as paid.

Due Amount: Displays the remaining amount payable to the vendor.

Add Order Note: Enter any additional information or remarks related to the expense invoice in the Order Note field, if required.

Create the Expense Invoice

Expense Invoice List

The Expense Invoice List displays all expense invoices recorded in the system. Users can review invoice details, monitor payment status, and access the available actions for managing each invoice.

Navigate to

Sidebar Menu > Invoices > Expense Invoice List

The list contains the following columns:

SL: Displays the serial number of each record.

Date: Displays the invoice date.

Invoice No: Displays the unique invoice number.

Client: Displays the client or associated party name shown in the list.

Total Amount: Displays the total amount of the expense invoice.

Paid: Displays the amount paid against the invoice.

Due: Displays the remaining amount payable.

Actions: Provides the available actions for managing the invoice.

Quick Search: Allows users to quickly find a specific expense invoice.

Export: Allows users to export the expense invoice List for reporting or record-keeping purposes, such as copy, Excel, CSV, PDF & print.

Financial Report

Transactions

The Transactions section allows users to view and search financial transaction records maintained in the system.

Navigate to

Sidebar Menu > Finance > Transactions

Filter by Date: The Filter option allows users to view transaction records for a specific date or period.

Search Transactions: The Search feature allows users to find specific transaction records.

The table contains the following columns:

Date: Displays the date of the transaction.

Title: Displays the title or description associated with the transaction.

Method: Displays the payment method used for the transaction.

Income: Displays the income amount recorded for the transaction, if applicable.

Expense: Displays the expense amount recorded for the transaction, if applicable.

Total: Displays the total amount of income and expenses recorded in the transaction list, based on the displayed records.

Export: Allows users to export the transaction List for reporting or record-keeping purposes, such as Copy, Excel, CSV, PDF & print.

Statements

The Statements section allows users to review financial transactions for a selected date or period and bank account. It helps users monitor recorded income and expenses associated with the selected account.

Navigate to

Sidebar Menu > Finance > Statements

Use the following fields to find the required financial records.

1. Filter Date: Select the required date or date range to view transactions recorded within that period.

2. Bank Account: Select the bank account for which you want to review the statement.

3. Search Statements: Click Search to retrieve the matching records.

The Statements table contains the following columns:

Date: Displays the date of the transaction.

Title: Displays the title or description associated with the transaction.

Method: Displays the payment method used for the transaction.

Income: Displays the income amount recorded for the transaction, if applicable.

Expense: Displays the expense amount recorded for the transaction, if applicable.

Total: Displays the total amount of income and expenses recorded in the statement list, based on the displayed records.

Export: Allows users to export the Statement List for reporting or record-keeping purposes, such as Copy, Excel, CSV, PDF & print.

Profit

The Profit section allows users to review income, expenses, and profit recorded in the system. It provides an overview of financial performance based on the displayed records.

Navigate to

Sidebar Menu > Finance > Profit

Filter Date: Select the required date or date range to view profit recorded within that period.

Search Profit Records: The Search feature allows users to find profit records using the available search criteria.

The Profit table contains the following columns:

Date: Displays the date associated with the financial record.

Income: Displays the income amount recorded for the date.

Expense: Displays the expense amount recorded for the date.

Profit: Displays the profit amount calculated from the recorded income and expenses.

Export: Allows users to export the profit for reporting or record-keeping purposes, such as Copy, Excel, CSV, PDF & print.