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Uploading invoices from your legal service providers

If your outside counsel does not have access to LawVu, you have the option to manually upload their invoices to track against your matters.

Chinmayee avatar
Written by Chinmayee
Updated over a week ago

In this article:

Overview and required permissions

When it comes to invoicing in LawVu - the usual workflow is that an In-house legal team will engage outside counsel to work on a matter with them. When the time comes for the outside counsel (Legal Service Provider) to send an invoice for that work - they have the ability to upload it to LawVu depending on the access level that is given to them.

To learn how legal service providers can manage invoicing via LawVu, click here.

If you've determined that you'd prefer not to provide access to your outside counsel, you can choose to manually upload invoices on their behalf. This allows you to attribute the spend, enabling you to track them against your matters and monitor spending.

Note: You will still need to add the legal service providers in your directory, and assign them the "No access" level. They won't have access to any matters, contracts, or invoices, but this will still allow you to upload invoices for them and will be reflected in your spend reports.

Also, the first thing to check is that the person who will be uploading the invoices is in either the 'Organization admin' role or the 'In-house legal' role with 'Manage invoices' permission enabled.

How to upload invoices from your legal service providers

Because invoice uploading is usually managed by legal service providers, and they are normally uploading many invoices at once, we use the concept of creating a 'batch' of invoices - once all of the invoices are loaded into the batch, the batch can be submitted and the invoices sent out accordingly.

Even if you're only uploading one or two invoices, they will still need to be uploaded to a batch and then submitted accordingly.

We do have plans to simplify this process further, but for now, you'll need to initiate a new batch as part of the process. To know how to upload invoices within a matter, click here.

Hover your mouse over the 'Spend' icon on the left-hand menu, and click on Invoices.

Click the 'New batch' button.

Then once the screen refreshes, drag and drop the invoices that you want to upload from your computer into the LawVu window, and they will start uploading.

Note: LawVu supports invoices as PDF or Word document files.

When the upload is finished, a window will pop up that gives you a preview of the first invoice. Here, you need to associate each invoice with a matter in LawVu as well as the Legal service provider to attribute the spend (for the legal service providers that have been added to your directory). Enter the unique invoice number, amount, invoice date, and due date, and once done, click Next to move to the next invoices and key in the same required details. (Note that all fields marked with a red asterisk are required fields.)

Note: When uploading a batch, the invoice and due dates will automatically be carried over to the remaining invoices in the same upload, but you can override these if you need to.

When all the invoices have been completed, click Done, and you'll be presented with a grid view where you can make any adjustments and a group of graphs that show you how the invoices are distributed.

Click the 'Post batch' button to post the batch of invoices into LawVu.

Please note that once the batch is posted, no further changes can be made to the invoices.

To learn how to delete or void invoices, click here.

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