In this article
- Make sure you have the right permissions
- Your 'clients' area
- Invoice batches
- Uploading invoices
- Linking invoices with matters
- 3rd party invoices
- Reviewing the batch
- Summary Invoices
- Troubleshooting - what to do when you cannot find a matter.
Note: This article applies to legal service providers/law firms
Most law firms / legal service providers send out invoices each month for their clients so we've streamlined that process for you. LawVu allows you to select a client and then drag and drop all of the invoices related to that client.
Make sure you have the right permissions
Invoices can be a sensitive thing so the person uploading the invoices will need to have the appropriate permission set. The person who can set these permissions is the account administrator.
To set the permissions, the account administrator needs to find the correct person in the 'Directory' (look for the address book icon on the left-hand side) and then click on that person's name.
A window will pop up with that person's user card. From there the administrator can click on 'Edit profile' and that will take them to that person's details.
On the left, there will be a menu item called 'Permissions' and inside that, you'll see a check box to enable the 'Invoice management' permission.
Your 'clients' area
To get started with invoicing just navigate to the 'Clients' area in your LawVu account. Then select the client that you want to work with from the list on the 'Clients dashboard.
Here's an example with a fictional client named 'AMC Building'
Once you've selected a client you'll be able to see an 'Invoices' menu where you can upload the new invoices.
LawVu uses the concept of 'Batches' when it comes to invoicing - so rather than upload invoices one by one - you can create a new 'Batch' and upload as many invoices as you need in one hit.
Click the 'New batch' button - then Drag and drop all of the invoices (related to the selected client) into LawVu.
Note: LawVu supports invoices as PDF or Word document files.
The screen will show the process of the files being uploaded and, when the last one has uploaded, the screen will refresh and show you a preview of the first invoice.
Linking invoices with matters
You then need to work your way through the various fields and match them to the relevant details.
Each invoice requires a link to the relevant matter, an amount, and an issue and due date. Once you have completed those fields - hit 'Next' - to continue to the next invoice in the batch.
Note: the issue and due dates will automatically be carried over to the remaining invoices in the batch but you can override these if you need to.
If the matter has a forecast/budget set - then you'll see a simple graph showing amount currently invoiced (darker blue) and the amount of this invoice (lighter blue). If the invoice has exceeded the forecast then it may not be able to be submitted depending on the rules set by the client - in which case you'll need to contact the client and work through that.
Here's a screenshot of an invoice being completed.
Once you've completed the invoice - click the 'Next' button to advance to the next invoice - and when you reach the last invoice click the 'Done' button.
3rd Party invoices
A 3rd party invoice is essentially a 'pass-through' invoice.
Eg - it's an invoice that has been provided to your law firm from another party and is passed along to your client. It is generally agreed to with your client and doesn't impact the forecast/budget.
Reviewing the batch
Once the last invoice has been completed the preview window will close and you'll see a grid view showing you the same details as well as a breakdown of the invoices in the batch.
The batch is automatically saved as a 'draft' so you can come back to it later if you need to.
Note: all of the 'draft' batches are shown at the start of this process when you click the 'Invoices' tab. You can click into a draft batch and post it or delete it at any time.
To post the batch just click the 'Post batch' button. This will save all of the invoices against your client's matters and notify the clients that there are new invoices there for them to review/pay.
If a summary invoice is preferred, simply click on a posted invoice batch, then click the Generate batch invoice button in the top right.
This consolidates all the individual PDF invoices into a single PDF summary.
The most common error encountered when entering invoices is not being able to find the matter in the search bar.
In this situation, you should contact your administrator at the client end, and ensure that someone from your firm has been added to the matter in LawVu. If someone at the client end adds a member of your firm to the matter in question, then anyone at your firm with the Global Invoice permission will be able to add invoices against it.
Remember, while your firm may be working on a matter externally for your client, as far as LawVu is concerned, a matter will exclusively belong to the client if it doesn't have anyone assigned to it from your organization, and it won't appear in your searches.