Examples of Invoice Line Item Types

Refer to the examples of line items below for additional guidance with preparing non-LEDES/manual invoices in CounselGO. Before continuing, please make sure to complete the top portion of the invoice (e.g., invoice number, description, invoice date, and currency) and select a Matter ID. For more detailed instructions on preparing non-LEDES invoices, click here.

Click + Line Item under the invoice details section, enter required details per the examples below, and then click Save or Save and Add Another.

This article covers the following examples:

• flat fee service (no tax)
• flat fee x multiple units (no tax)
• flat fee with tax
• hourly fee with timekeeper (tax or no tax)
• hourly fee with timekeeper & task code
• hourly fee with timekeeper & adjustment
• expense (no tax)

NOTE: Line item totals are auto-calculated and cannot be manually entered or adjusted. For example, the rate is automatically multiplied by the number of units/hours. IF applicable, you must use the Adj and Tax Rate fields to recalculate the line item total. Make sure to confirm any billing rules and guidelines with the client to avoid any delays in processing and payment.

One Flat Fee Item (No Tax)

• Type: Select IF - Flat Fee
• Date: Select date the work was completed
• Description: Enter what the fee covers
• Units: Enter '1' if invoicing for a flat fee service (i.e., if not invoicing by an hourly rate)
• Cost: Enter the flat fee

Flat Fee with Multiple Units (No Tax)

• Type: Select IF - Flat Fee
• Date: Select date the work was completed
• Description: Enter what the fee covers
• Units: Enter number of units you are invoicing for (e.g., flat fee service performed 4 times)
• Cost: Enter the flat fee

Flat Fee with Tax

• Type: Select IF - Flat Fee
• Date: Select date the work was completed
• Description: Enter what the fee covers
• Units: Enter '1' if invoicing for a flat fee service or the number of units you are invoicing for
• Cost: Enter the flat fee
• Taxable: Select to add tax, enter the Tax Rate to recalculate line item total, and then enter a Tax Type (e.g., VAT, GST, etc. depending on billing guidelines)

Hourly Fee with Timekeeper (Tax or No Tax)

The timekeeper must have already been added in CounselGO to add this type of line item. Please confirm whether timekeeper rates must be submitted to the client for approval before submitting invoices. For additional information on uploading timekeepers, click here.

• Type: Select F - Hourly Fee
• Timekeeper: Select name of timekeeper who completed the work; this auto-populates the rate added to CounselGO for the timekeeper but can be adjusted if needed in the Rate field
• Date: Select date the work was completed
• Description: Enter the service or work completed by the timekeeper
• Hours: Enter the number of hours you are invoicing for
• Rate: Value auto-populated based on selected timekeeper; adjust as needed to recalculate total
• Taxable: Select only if applicable and then enter the Tax Rate and Tax Type (e.g., VAT, GST, etc.)

Hourly Fee with Timekeeper & Task Code

• Type: Select F - Hourly Fee
• Timekeeper: Select name of timekeeper who completed the work; this auto-populates the rate added to CounselGO for the timekeeper but can be adjusted if needed in the Rate field
• Date: Select date the work was completed
• Description: Enter the service or work completed by the timekeeper
• Task Code: Select the code that identifies the work performed; if unsure, please confirm whether the client requires a specific financial allocation per their billing guidelines
• Hours: Enter the number of hours you are invoicing for
• Rate: Value auto-populated based on selected timekeeper; adjust as needed to recalculate total

Hourly Fee with Timekeeper & Adjustment

• Type: Select F - Hourly Fee
• Timekeeper: Select name of timekeeper who completed the work; this auto-populates the rate added to CounselGO for the timekeeper but can be adjusted if needed in the Rate field
• Date: Select date the work was completed
• Description: Enter the service or work completed by the timekeeper
• Hours: Enter the number of hours you are invoicing for
• Rate: Value auto-populated based on selected timekeeper; adjust as needed to recalculate total
• Adj: Enter a minus sign (-) if deducting from the line item total (e.g., -100) to recalculate total

Expense (No Tax)

• Type: Select E - Expense
• Date: Select date the work was completed
• Description: Enter the service or work completed by the timekeeper
• Expense Code: Select the code that identifies the type of expense this line item covers
• Units: Enter '1' if invoicing for a one-time expense
• Cost: Enter the value of the expense to calculate the total

Additional Line Item Types

For instructions on how to apply credits or discounts to line items, review the following articles:

• Applying Discounts to Non-LEDES Invoices
• Adding Credits to Non-LEDES Invoices

Please contact [e-mail] with any issues or questions submitting invoices. To confirm any billing rules or guidelines, please reach out to your client directly for assistance.