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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 specific 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.
Note: 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 Legal Service Provider, 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.
Description: Notes about the invoice ( field is only available when uploading invoices as a Legal Service Provider)
Disbursements (Exc. GST): The total expenses or costs incurred by the Legal Service Provider, excluding any taxes like GST
Due date: The payment deadline for the invoice provided by the Legal Service Provider
Fees (Exc. GST): Total services provided by Legal Service Provider, 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 Legal Service Provider 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 a Legal Service Provider uploads the invoice, this field will be replaced with "Description").
Invoice billing period: A billing period in an invoice is the timeframe for which the fees and expenses are invoiced. Capturing this information accurately helps ensure that clients are not double-billed for the same services within the same period. When selected to show in the form and if required, then regardless of who uploads the invoice, this field will show in the invoice modal.
This field shows as two fields in the invoice and grids - Billing period start and Billing period end. These can be added from the column selector in Spend > Invoices and the matter invoices grid.
Note: "Exc. GST" stands for "Excluding Goods and Services Tax," indicating that the amounts specified do not include any applicable tax amounts.
After you've configured the fields, anytime an invoice is uploaded to the system, it will prompt the user to fill in the fields you have set:
Note: When a Legal Service Provider uploads the invoice, the 'Internal Notes' field is replaced by 'Invoice Description'.
Label invoices as Tax invoices
Enable this option to label all your invoices as "Tax Invoice." When disabled, your invoices will be labeled "Invoice."
Here's an example of an invoice generated from a time entry:
Require approval of invoices added to matters
When an invoice is added to a matter that does not have an approval workflow assigned, it must be approved by either the Matter Owner or one of their delegates. You can require invoice approval by navigating to Organization Settings > Legal Service Providers > Billing > Settings Tab.
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.
Approved invoice forwarding
To learn how to send invoices to Accounts Payable, check this article.
Configure your organization’s billing details
When working with Legal Service Providers, it is essential to ensure your organization's billing details are accurately provided, as these details will be used on invoices generated from LEDES files.
To configure your billing information:
Navigate to Settings > Legal Service Providers > Billing > E-Billing tab.
Click + Add New to enter all applicable billing entities.
Complete the relevant fields for each entity. These will be included in LEDES invoices uploaded by your Legal Service Providers.
Key details to configure include:
Address: Ensure the organization's physical address is correct.
Invoice Contact Details: Provide contact information for the person responsible for billing inquiries.
Tax Type and Number: Enter the appropriate tax type and identification number
When a Legal Service Provider uploads a LEDES invoice for your client, these details will automatically populate in invoices submitted through the system, ensuring consistency, reducing errors, and maintaining a professional standard in your financial documentation.
Managing multiple billing entities
If your organization operates with multiple billing entities, you can customize which entity appears on each invoice. To do this, you’ll need to associate billing entities with your matters.
Step 1: Add the Billing Entity field to matter types
Go to Settings > Matter Management > Matter types.
Select the matter type you want to configure.
Under the Matter Details tab, add the Billing Entity field.
Note: This field cannot be added to the "Create" form tab.
Step 2: Select a Billing Entity on the matter
When working on a matter, select the appropriate Billing Entity from the dropdown menu.
Invoices submitted against that matter will use the selected entity’s details.
If no billing entity is selected on a matter, it will be addressed to your default billing entity.
To learn how to set up recipient billing details for invoices generated from time entries, check this article.