The short answer. AgentDS keeps invoice records, recorded payments and balance reconciliation against each client. Create itemised invoices and credit notes, record money received and refunds, see what is owed, and print a tax invoice with your agency's details. Unpaid invoices appear in the owner's daily brief.
What it does today
- Invoice records against the client. Create an invoice on the client's record with line items, and keep professional fees and disbursements as separate lines. Each invoice gets the next number in your agency's sequence, with your own prefix.
- GST handled for registered agencies. If your agency is registered for GST, GST columns appear on each line and the totals are worked out for you. If it isn't registered, the invoice shows plain totals.
- Printable tax invoices. Record your legal name, trading name, ABN, address, payment terms and payment instructions once. AgentDS checks the ABN and prints an invoice copy with those details for the client.
- Credit notes. Issue a credit note against an invoice, and it is applied to the balance and shown on the invoice copy.
- Recorded payments and balances. Record each payment received, and any refund, against the invoice. AgentDS reconciles the balance so you always know what is still owed, and payments you record keep your records in step with the money in your account.
- Fees at a glance. The dashboard shows billed fees and what is due, for owners and accounts staff, and the owner's daily brief lists overdue invoices.
- Messages about fees. Prepare a client message when a fee record changes and send it from AgentDS, with a history of what changed.
How a practice uses it
- Match invoices to the agreement. Set up line items that follow the fee schedule in your client service agreement, so each invoice reads the same way as what the client signed.
- Invoice at each stage. When a matter reaches a stage that carries a fee, such as the initial payment, create the invoice on the client and send the copy.
- Record money as it arrives. Accounts staff record each payment against the invoice. The balance updates, and the dashboard shows what is due.
- Keep client money in its own account. Client money still goes through your practice's client money account and accounting processes; AgentDS keeps the matching invoice, payment and receipt records on the client file.
- Chase from the owner's brief. Each morning the brief lists overdue invoices, so the principal can see who needs a reminder.
Why it helps
Fee questions are easier to answer when the invoice, the payments and the matter sit on the same client. Anyone with access can see what was billed, what was paid and what is still owed, without searching a separate spreadsheet or inbox. When a client asks for a copy, print it from their record in a moment, with your agency's details already on it.
Records that stay on the file
Copies of invoices and receipts belong on the client file, and a statement of services has its own timing. The record keeping checklist sets out what the Code of Conduct asks you to keep, and the client money account entry in our glossary explains the account rules.
Frequently asked questions
Can AgentDS print a tax invoice?
Yes. Record your agency's legal name, ABN, address and payment details once, and AgentDS prints an invoice copy with them. GST lines appear when your agency is registered for GST.
Can I record part payments?
Yes. Record each payment against the invoice as it arrives. AgentDS reconciles the balance and shows what is still owed.
Can I issue a credit note?
Yes. Issue a credit note against an invoice; it is applied to the balance and shown on the invoice copy.
Who can see invoices?
Owners and accounts staff see fee figures on the dashboard, and staff roles control who can create and change invoice records.
Can I import my existing invoices?
Yes. Invoices and payments import with their reference, amount, GST and date where your export has them, linked to the right client, and you review everything before it is saved.