> ## Documentation Index
> Fetch the complete documentation index at: https://learn.expertmd.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Invoicing
> Create itemized invoices with tax calculations, send them via email, track payment status, and send reminders.
# Invoicing
ExpertMD provides a full invoicing system that lets you create professional, itemized invoices for your expert witness services. Invoices are powered by Stripe, sent via email with a payment link, and can be downloaded as PDFs.
## Creating an invoice
You can create an invoice from two places:
1. **Cases & Records** -- Open a case, navigate to the Invoices tab, and click **Create Invoice**
2. **Invoices page** -- Click **Invoices** in the sidebar, then **Create Invoice** and select the case
Choose which case this invoice is for. The attorney associated with the case will automatically be set as the recipient.
Add one or more services to the invoice. For each line item, specify:
* **Service description** -- What the service was (e.g., "Medical Record Review," "Deposition Preparation," "Expert Report Drafting," "Court Testimony")
* **Quantity** -- Number of hours or units
* **Rate** -- Your hourly or per-unit rate
* **Amount** -- Automatically calculated (quantity x rate)
Click **Add Line Item** to add additional services.
The invoice subtotal is automatically calculated as the sum of all line item amounts. Review it to make sure everything is correct.
If applicable, add a tax percentage. The tax amount is calculated automatically and added to the subtotal to produce the total.
* Enter the tax rate as a percentage (e.g., 8.25 for 8.25%)
* The tax amount is shown as a separate line on the invoice
* Tax is calculated on the subtotal
Review the complete invoice including all line items, subtotal, tax, and total amount. Click **Create Invoice** to save it as a draft.
The total invoice amount must be greater than $0. ExpertMD does not allow zero-dollar or negative invoices. Each service line item must also have a rate greater than $0.
## Invoice line items
ExpertMD uses **itemized line items** when sending invoices through Stripe. This means the attorney sees a detailed breakdown of each service on their invoice rather than a single lump-sum amount.
Each line item appears separately on:
* The invoice email
* The Stripe payment page
* The downloadable PDF
If tax is applied, it appears as its own line. A small rounding adjustment line item may appear if needed to ensure the Stripe total matches exactly.
Itemized invoices provide transparency and help attorneys reconcile expenses with their case budgets. This is especially important for firms that need to track expert witness costs per service type.
## Invoice statuses
Invoices move through the following statuses:
| Status | Description |
| ----------- | --------------------------------------------------------------- |
| **Draft** | Created but not yet sent. You can still edit the invoice. |
| **Sent** | Sent to the attorney via email with a payment link. |
| **Viewed** | The attorney has opened the invoice (if tracking is available). |
| **Paid** | The attorney has completed payment. |
| **Overdue** | The payment due date has passed without payment. |
| **Void** | The invoice has been cancelled and is no longer payable. |
## Sending an invoice
After creating an invoice (it starts as a Draft), click **Send Invoice** to email it to the attorney.
When you send an invoice:
1. The invoice is **finalized** on Stripe (it can no longer be edited)
2. An **email** is sent to the attorney with:
* A summary of the invoice (amount, line items)
* A link to view and pay the invoice on Stripe
* A link to download the invoice as a PDF
3. The invoice status changes from Draft to **Sent**
Once an invoice is sent (finalized), it cannot be edited. If you need to make changes, you must void the invoice and create a new one. Double-check all line items, tax, and the total before sending.
## PDF invoices
Every invoice generates a PDF that both you and the attorney can download. The PDF includes:
* Your name, credentials, and billing address (invoice header)
* Attorney name and firm (bill-to section)
* Invoice number and date
* Itemized list of services with quantities, rates, and amounts
* Subtotal, tax, and total
* Payment status
### PDF display behavior
When an attorney clicks a PDF link from their email, the PDF opens **inline in the browser** rather than downloading as a file. This prevents the common issue of seeing a blank page. The attorney can then save or print the PDF from the browser.
### PDF download tokens
PDF download links include a secure token that is valid for **90 days** from the invoice creation date. If an attorney tries to access a PDF link after 90 days:
* They see a user-friendly error page explaining that the link has expired
* They can still download the PDF by logging in to ExpertMD and accessing the invoice directly
## Payment reminders
You can send manual payment reminders for invoices that are in **Sent** or **Overdue** status.
### Sending a reminder
Go to **Invoices** in the sidebar and find the invoice you want to send a reminder for.
Click the **Send Reminder** button on the invoice detail page.
An email reminder is sent to the attorney with the invoice summary and payment link. You receive a confirmation that the reminder was sent.
There is a **1-hour cooldown** between payment reminders for the same invoice. This prevents accidentally sending multiple reminders in quick succession. If you try to send a reminder within the cooldown period, you will see a message indicating when you can send the next one.
### Reminder email contents
The payment reminder email includes:
* A reminder that the invoice is outstanding
* The invoice amount and due date
* A direct link to pay the invoice
* CC to your email so you have a record of the reminder
## Voiding an invoice
If you need to cancel an invoice (e.g., billing error, case cancellation), you can void it:
1. Open the invoice from the Invoices list
2. Click **Void Invoice**
3. Confirm the action
A voided invoice:
* Cannot be paid or reopened
* Remains visible in your invoice history for record-keeping
* The attorney receives a notification that the invoice has been voided
## Invoice best practices
Always add individual line items for each service rather than a single lump sum. This provides transparency and helps attorneys track their costs.
Use clear, professional descriptions for each service (e.g., "Medical Record Review - 4 hours" rather than "Services rendered").
Double-check all amounts, tax rates, and the attorney's information before sending. Once sent, an invoice cannot be edited.
Use the payment reminder feature to follow up on unpaid invoices. A professional, timely reminder often accelerates payment.
## Troubleshooting
### I cannot create an invoice
* Ensure you have set up Stripe Connect. You must have an active Stripe Connect account to create invoices. See [Stripe Connect Setup](/doctors/stripe-connect).
* Verify that the case is in Active status. You cannot create invoices for completed or archived cases.
### The attorney says they cannot pay
* Ask the attorney to check their email for the invoice link
* Verify the invoice is in Sent status (not still a Draft)
* Ensure the Stripe payment page is loading correctly
* If the issue persists, suggest the attorney try a different browser or payment method
### The PDF shows a blank page
This should not occur with the current inline display setting. If it does:
* Ask the attorney to try opening the PDF link in a different browser
* Verify the PDF download token has not expired (90-day validity)
* The attorney can always download the PDF by logging in to ExpertMD directly
## Next steps
Understand how earnings and payouts work
Set up your Stripe Connect account