This page sets out the changes a firm must make to its invoice template and invoice email settings in its practice management system before going live with Aiwyn Payments and Collections, with the system-specific steps for STAR, CCH ProSystem, PracticeCS and PracticeEngine.
What every invoice must contain
Regardless of practice management system, each invoice must include:
- Client ID
- Invoice Number
- Posted Date
And each invoice PDF must meet these file rules:
- One invoice per PDF file
- The PDF file name must include the actual invoice number
- The invoice amount shown in the PDF must match the "Amount Due" for that invoice in the practice management system. The "Amount Due" Aiwyn shows clients is the amount due as held in the practice management system, so a mismatch shows the client two different numbers.
Recommended template changes
These are not required, but they are the changes firms most often make once clients start paying through Aiwyn.
- Remove instructions for wire transfer.
- Remove the fill-in section for credit card information.
- Update the wording to direct clients to pay online at your website's Bill Payment Landing Page. That landing page should then link to your Aiwyn Client Portal URL.
Where the client's invoice comes from
The invoice a client sees in Aiwyn is the file the firm sends from its practice management system. Aiwyn presents it as received and does not update or change it. If an invoice is resent, the most recent version sent is the one shown in the portal. Loading past invoice PDFs into the portal without emailing clients is covered separately in "How Aiwyn invoice emails work".
Required change by practice management system
Every system below needs the same underlying change: the invoice email subject line must match the firm's Mail Rule, typically "Invoice_Aiwyn". The Mail Rule is created and enabled by firm IT during implementation, at Testing Session 1. Unless stated otherwise, make the change on the morning of going live with Aiwyn to clients.
STAR
If your firm uses the Auto EBill queue function of STAR to send invoices by email:
- Have a STAR admin open the Auto EBill email settings.
- Adjust the email subject line to match your firm's Mail Rule, typically Invoice_Aiwyn.
CCH ProSystem
A PM admin must do the following on the morning of go-live:
- Go to Dashboard → Administration.
- Under FIRM INVOICE FORMATS, select Invoice Formats.
- In the Invoice formats setup box, select the Custom Text tab.
- Under Email Subject Line, update the text field to match your firm's Mail Rule, typically Invoice_Aiwyn.
PracticeCS
A PracticeCS admin must do the following on the morning of go-live:
- Choose Setup → Firm.
- Click the Billing and A/R tab.
- Next to Invoice e-mail message, click the More (ellipsis) button.
- Update the subject line text field to match your firm's Mail Rule, typically Invoice_Aiwyn.
Thomson Reuters' own article on emailing invoices and statements to multiple email addresses covers which contact receives the invoice email in PracticeCS.
PracticeEngine
A PracticeEngine admin must do the following on the morning of go-live:
- Select Admin → Categories from the menu.
- Select Special Categories, then select Email Wording.
- Click View/Edit next to the Invoice category.
- Update the subject line text field to match your firm's Mail Rule, typically Invoice_Aiwyn.
CCH Axcess
Axcess does not use the subject line change. Its requirements are different and are documented separately in "How CCH Axcess works with Aiwyn Payments", which covers the Aiwyn inbound email address and the Statement flag setup.
All other practice management systems
If your system is not listed above, your Aiwyn Implementation Specialist will work with you directly on the invoice emailing changes your system requires.
Related
- How CCH Axcess works with Aiwyn Payments
- How Deltek Maconomy Cloud works with Aiwyn Payments
- How Aiwyn invoice emails work