To continue a saved invoice, from the CounselGO dashboard, navigate to Saved Invoices (x) that can be seen at the top left.
Select Saved Invoices(x).
The Saved Invoices(x) screen will appear.
From this screen the CounselGO user can:
- Select an invoice to continue adding information.
- Select and submit an invoice as is. It is not recommended to use this option unless the invoice is fully complete.
Note: If the information in the invoice is not fully completed, it might not be approved by the client.
To verify whether the invoice is complete or to continue adding information, select the invoice number.
The Invoice xxxx screen will appear.
From this screen you can:
- Add/change information regarding the invoice, including making notes and attaching files.
- Enter Invoice Line Item Details.
- After verifying that the information on the invoice is complete, select Submit to Client at the top of the screen.
If the information on the invoice is not complete, fill in the invoice line item details.
The data fields for entering Invoice Line Items Details are:
Type: Select the line item billing type (hourly fee, expense, flat fee, adjustment, tax).
Date: Enter the line item date.
Firm Matter ID: This can be used to represent the matter ID from the source billing system as a means for a law firm to track it back to their records. If a Firm Matter ID is not entered, the Subject/Matter Name will be used.
Client Matter ID : If the client has referred/assigned the matter on which the vendor is to bill to, will be found in the dropdown menu and will need to select it from the dropdown menu's list. If the matter has not yet been assigned to the vendor, the vendor will need to either request that it be assigned prior to invoicing, or confirm that the client does not require that prior to invoicing. In the latter case, then select Other in this dropdown menu and the Matter Name that was entered on the Invoice screen will be used. Upon approval of the invoice by the client in SimpleLegal, this matter will be created and assigned to the vendor. In the event that the same matter needs to be invoiced in the future, it will be added and available in this dropdown menu for future usage.
Description of Services or Expenses: This is solely to help the biller recognize the line item for themselves. It will not be visible to the client in SimpleLegal.
Units/Hrs: Enter the # of units (for expenses, flat fees, hours, etc.) Note: SimpleLegal will perform the calculation of (Units/Hours x Cost/Rate) to determine the Line Total. The amount is automatically calculated and the total cannot be input manually. If the total for a flat fee or fixed cost needs to be ensured, then input '1' as the unit and amount for Cost/Rate.
Cost/Rate: Input the line item cost or hourly rate here. Again, this number will be multiplied by the units/hours to generate the line total.
Once all the line item details have been provided, select Submit to Client at the top of the screen.
A prompt will appear to verify if this invoice is ready to be submitted. After the invoice is submitted, no further edits can be done. The client will need to be contacted to reject the invoice if more edits need to be made after invoice submission.
Select OK and an email will be sent to the client alerting them that there is a new invoice available to review.
Please contact firstname.lastname@example.org for any other questions and we are happy to help.