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Configure Your Firm Billing Settings
Configure Your Firm Billing Settings

How To Configure Your Firm Billing Settings To Start Sending Invoices

Christine Clark avatar
Written by Christine Clark
Updated over a month ago

Overview

Before you start sending invoices to clients, there are a few firm settings you should be aware of to ensure the correct information displays on invoices.

Let's review the billing options in Firm Settings.

Setup Organization Billing Information

Administrators will have access to the Firm Settings page which is where you will configure all of your firm billing settings.

  • Click on your name in the upper right navigation bar

  • From the dropdown navigation, select "Firm Settings"

  • In the top header section, you will noticed on the left side there will be an area for you to upload your firm's logo.

    • Note: This logo will be used to display at the top of your invoices. If no logo is selected here, no logo will display on your invoices - only your firm name will display on invoices.

  • In the right area, enter your Organization Name which will be displayed on invoices

  • Enter Website if desired

  • Enter Tax ID (required)

  • Select Timezone which will also be used as the firm's timezone for reporting purposes

  • Select Main Location or Add New Location

  • Select Main Contact

    • This list is pulled from the Member Directory under the Members tab

    • We recommend adding a phone number with type "Billing" for this contact which will display on the invoice as billing contact information

Once you've entered your firm's billing information, you will need to configure your firm's billing options for generating invoices.

Setup Organization Billing Configurations

Continue in Firm Settings, click on the "Configurations" tab

  • Click on "Configurations" tab on Firm settings page

  • Under the Billing and Payments section, edit your settings:

    • Select default firm member

      • Automated charges created by ZenCase, for example interest, will be created and assigned to this firm member by default.

    • Round time entries up to next minute increment

    • Default firm bill rate

    • Copy Billing Notes to Pre-Bill Notes

    • Default Apply Trust Funds

    • Use member initials on invoices

      • When disabled, invoices will display each firm member's first and last name

    • Enable LEDES Billing

      • LEDES Law Firm ID is your Tax ID, however this can be overridden at the client level as needed.

    • Interest Enabled

      • When enabled, you will see more options to configure interest settings

    • Default Invoice Email Summary

      • None

      • Client Summary

      • Matter Summary

      • Invoice Summary

    • Default Auto Allocation Type

      • Auto Allocate to Expenses First (default)

      • Auto Allocate to Fees First

    • Default Billing Statement Settings

      • Split Charge/Credit Columns

      • Show Lawpay Link

      • Show Credit Available (If Applicable)

      • Transaction Order

    • Charge Validation Settings

      • Require Charge Description

      • Restricted Words

        • You can add as many restricted words that cannot be entered in a time entry, fixed fee, or expense description.

        • This configuration can be overridden at the client and matter levels.

    • Default Invoice Header

      • Upload an image that will replace the invoice PDF header

      • Recommended size 800w x 350h for best fit.

    • Default Invoice PDF Summary

      • Show Law Pay Link on Invoice

      • Show Client In Bill To Field On Invoices

      • Show Client Payment Summary

      • Show Matter Payment Summary

      • Show Pre-Bill Charge Numbers

      • Show Client Summary

        • When enabled will provide more options

      • Show Matter Summary

        • When enabled will provide more options

      • Show Time Summary For Invoice

        • When enabled will provide more options

      • Show Invoice Summary

        • When enabled will provide more options

      • Custom Info Section (Coming Soon)

        • Use custom template fields to populate matter custom field values on invoices in the Customer Memo section of the invoice PDF.

        • For Example: "{matter.cf.claim_number}" in which “cf” tells ZenCase to use the custom field “claim_number” for the invoice's matter. ZenCase will automatically replace the template field "{matter.cf.claim_number}" with the matter's custom field's value to display on the invoice PDF.

      • Show Flat Fee Time Entries

        • Will be available when matter is set to fixed/flat fee bill type.

      • Flat Fee Line Items Description

        • When "Show Flat Fee Time Entries" is not enabled, one line items will display for all flat fees with the description entered in this field.

        • Default is "Fees For Services Rendered".

You've successfully setup your firm's billing configurations.

We suggest you create a sample pre-bill to see if you need to modify your configuration options before sending invoices to clients.

Next, learn how to Setup Role Groups

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