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Configure the fields to capture when posting invoices
If you are a LawVu Administrator, you can customize the information captured when posting invoices. To do this, navigate to Settings > Legal Service Providers > Billing > Invoice Details
Here, you can select the specific fields you wish to display on the screen when someone uploads an invoice. Additionally, you have the option to make certain fields mandatory, meaning the invoice cannot be posted unless those fields are filled in.
If a law firm is uploading the invoices, they will see the fields required and will need to complete them before they can post the invoice.
Please note that some fields are pre-defined and cannot be altered; these fields appear greyed out in the settings.
Here are definitions for the terms commonly used when uploading invoices:
Accruals (Exc. GST): The sum of fees/disbursements that have been incurred by the LSP, but have not yet been submitted to the organization in an invoice (excluding taxes, such as GST)
Cost center: Specific department or project code for expense allocation.
Disbursements (Exc. GST): The total expenses or costs incurred by the LSP, excluding any taxes like GST
Due date: The payment deadline for the invoice provided by the LSP
Fees (Exc. GST): Total services provided by LSP, excluding any taxes like GST
Invoice date: The date when the invoice was issued
Invoice number: The unique identifier assigned to the invoice by the LSP for tracking
Matter name: The name to which you intend to associate the uploaded invoice.
Matter number: The unique LawVu matter ID
Purchase Order Number: The unique identifier associated with the purchase order.
Third Party: Identifies an invoice that is from a third-party entity
Total Tax: The total amount of taxes (such as GST, VAT, or sales tax) applicable to the invoice. It represents the sum of all taxes charged on fees and disbursements.
Invoice Notes: Additional information, comments, or specific instructions provided in the invoice to offer further clarity or context. ( When an LSP uploads the invoice, this field will be replaced by Invoice Description).
Note: "Exc. GST" stands for "Excluding Goods and Services Tax," indicating that the amounts specified do not include any applicable tax amounts.
Now, anytime an invoice is uploaded to the system, it will prompt the user to fill in the fields you have set:
Invoice approval settings
To control whether you want all invoices submitted to go through mandatory approval by the Matter Owner or their delegate, go to the Settings tab under Legal Service Providers / Billing.
From here, you can also ensure that LEDES invoices cannot be approved if they have been edited, which is beneficial if you are facing tax compliance restrictions or internal policies that prohibit short-paying invoices.
To learn how to send invoices to Accounts Payable, check this article.