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What VisaFlo billing is for

VisaFlo billing connects a client or lead, a service description, due dates, amounts, and payment-request activity to the operational record your team already uses. It is useful for creating a clear client request and seeing its status alongside the matter. It is not automatically a replacement for the accounting, reconciliation, tax filing, or trust-accounting controls your firm is required to maintain. Confirm your firm’s financial process with the appropriate accounting and regulatory advisors.

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Invoice lifecycle

The invoice creation workflow, where staff prepare a client-facing payment request.
  1. Create an invoice for the correct client or lead.
  2. Add reviewed line items, dates, tax treatment, and payment instructions.
  3. Review the draft before creating or sending a payment request.
  4. Send the payment request only once the amount and recipient are correct.
  5. Monitor the invoice status and record any required follow-up in the case or client workflow.
  6. Retain or export the records your accounting process requires.
See Request payment for the staff workflow.

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Keep charges understandable

Use line-item names that a client and a later reviewer can understand. When your firm’s workflow distinguishes professional fees, government fees, expenses, or milestones, keep those distinctions explicit instead of combining them into an unclear total. Confirm the due date, tax setting, and payment instructions before the invoice leaves the firm.

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Tax and accounting boundary

Tax treatment can vary by firm, service, and jurisdiction. Configure and review it according to your firm’s approved process. VisaFlo should not be the only place you rely on to decide tax obligations, reconcile funds, or maintain trust records. For trust money, use the systems and controls required by the applicable professional and financial rules. Do not infer trust-accounting support from an invoice, payment link, or a payment status alone.

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Payment requests and follow-up

The invoice list, where staff monitor billing activity and payment-request follow-up. If a payment action is available for an invoice, confirm that the invoice is complete before using it. Avoid creating duplicate requests while an earlier request is still open or being resolved. When a payment outcome affects the next case step, create or update the related task so staff can see the operational consequence.

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Troubleshooting

If an invoice is missing, a payment link fails, tax appears wrong, or a payment state is unexpected, keep the invoice number, client or lead, amount, date, and screenshot for support. For questions about accounting records, reconciliation, trust funds, or tax compliance, follow the firm’s approved financial process rather than treating the dashboard state as final evidence.