How to invoice your client on a new matter, not previously referred, for both LEDES or non-LEDES invoices
For creating matters in SimpleLegal, please refer to the Matter Management area of the help.simplelegal.com section. This article is for vendors who are invoicing their clients using CounselGO.
Note: Clients may require that vendors only invoice on matters previously referred/assigned. If this is the case, vendors will not be able to submit invoices for non-referred matters. This article is exclusively for clients who allow their vendors to submit invoices for new matters which have not yet been created or invoiced on previously.
If the vendor has been referred a matter by the client, selecting that matter is as simple as selecting it from the Client Matter ID drop-down menu during the invoice submission process.
However, when invoicing a matter for the first time, a matter will need to be created in CounselGO. There are two key aspects to this process.
- Make sure to name the matter appropriately. The matter name entered here will become the matter name moving forward.
- Make sure to select Other from the Client Matter ID drop-down menu. While other referred matters will be listed in this drop-down menu, a new matter will be created. Please select Other here to signify that this is not an existing matter.
With LEDES invoices, please add the new matter name in the INVOICE_DESCRIPTION field and also include a new, unique CLIENT_MATTER_ID to the LEDES file using the LEDES billing software if the client requires a Client Matter ID. Not all clients require this, but if unsure, please check with the client to confirm what their billing guidelines require. Make sure that the Invoice Description (matter name) that will be used, accurately reflects the new matter name (avoid naming it things like 'general' or 'for services rendered' unless intended) and is not left blank. When submitting the invoice in CounselGO to the client, the matter will be identified as 'new', and the client can begin their review and approval process.
Note: Upon being approved by the client, a new Client Matter ID will be generated for this matter (ex. acme-12345) and the vendor will need to use this ID if invoicing on the matter in the future. Client Matter IDs can always be found for matters in CounselGO.
If the firm already has a Client Matter ID that has been used before, then a new ID is not generated in this case. If the client has already assigned the firm a specific Client Matter ID, that ID stays the same as well.
Whether LEDES or non-LEDES, when submitting the invoice for this new matter in CounselGO, the client will see it in SimpleLegal. Once the invoice has been approved by the client, the matter will be created and subsequently referred to the vendor. The vendor should then see the matter as a referred matter in CounselGO and can be selected for invoicing in the future.
Please contact firstname.lastname@example.org for any other questions and we are happy to help.