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Invoices

Posting Invoices - Manual, Speedpost, LEDES Generator

Posting Invoices

Required role | A system role of Firm Administrator or Firm User + Billing, and a matter role of Matter Administrator or Matter Editor.
Firms can post invoices in Tracker in any format (for example, LEDES, non-LEDES, paper, or electronic) that the company accepts. Companies can set specific invoice currency or format requirements that determine what users see on the Post invoice page. For example, if a company has configured Tracker to require that your firm or office submit only LEDES invoices, the ability to post other formats will be disabled. Likewise, if a company configured Tracker to require that your firm or office submit invoices in specific currencies, you can select only those currencies.
If you are posting a LEDES-formatted invoice, you have the option of posting invoices one at a time or posting multiple invoices at once using SpeedPost. If you are posting a non-LEDES-formatted invoice, you can only post one invoice at a time.
note
The steps below apply to Consolidated Billing Matters and standard matters. However, posting an invoice for a Consolidated Billing Matter requires you to enter your internal firm client and firm matter numbers, matter name, and location of legal work.

Posting Speedpost Invoices

Tracker SpeedPost lets you post multiple LEDES-formatted invoices at once. To use SpeedPost, the invoice must be in the LEDES format.
You must enter your firm client and firm matter number for each matter, and these numbers must be an exact match of the client and matter numbers from your time and billing system. Otherwise, the LEDES invoice will not post.
note
You can use SpeedPost to post invoices for Consolidated Billing Matters. SpeedPost is an efficient way to post invoices for Consolidated Billing Matters. Although you must enter a firm matter name for each individual matter that you associate with your client's Consolidated Billing Matter, you do not need to include the matter name in your LEDES invoice.
To post a Speedpost invoice:
  1. Select
    Billing
     in the left navigation.
  2. On the toolbar, select
    Post invoice
    .
  3. Select
    LEDES SPEEDPOST UPLOAD
    .
  4. Use the
    Law Firm Office
     dropdown to select the office the invoice was generated from.
  5. Use the Invoice Currency dropdown to specify the invoice currency.
    • All LEDES 1998B invoices will be posted in the currency you select in this field.
    • If you need to post 1998B invoices in different currencies, you must manually post each invoice and select the applicable currency for each.
    • If you are uploading LEDES 1998BI invoices, the currency indicated in the invoice file will overwrite any currency you specify here.
  6. If you have a receipt or other supporting file that you want to attach to the invoice, click
    Browse
     next to
    Supporting documents
    . On your computer, locate and select the file to attach.
  7. Click
    Post invoices
     in the toolbar.

Posting LEDES Invoices Manually

To post a manual LEDES invoice:
  1. Select
    Billing
     in the left navigation.
  2. Select
    Post invoice
     on the toolbar.
  3. Select
    LEDES MANUAL UPLOAD
     or
    OTHER FILE UPLOAD
     to select the invoice format and method for posting the invoice.
  4. In the Actions column next to the matter you want to post an invoice for, select
    Post invoice
    .
    note
    An
    Incomplete
     in the
    Firm Client #
     or
    Firm Matter #
     fields indicates that a Consolidated Billing Matter requires firm information to be entered before invoices can be posted.
  5. Complete the fields on the new invoice page as required. Fields with an asterisk are required.
  6. Click
    Post & close
     in the toolbar.

Posting Invoices Using the LEDES Generator

The LEDES Generator is a Tracker feature that lets you create and post a single LEDES 1998BI (international) invoice that includes taxes. You can use this tool even if you are not creating an international invoice.
When you create a LEDES invoice, you use a standard format and separate the work performed and expenses into individual line items. Each line item includes a description of the work performed and the amount charged for the work, including any applicable tax. The individual line item amounts for fees and expenses are totaled to create the total amount for the invoice.
note
If the matter is flagged as incomplete, certain information must be entered before the invoice can be submitted.
To post an invoice using the LEDES Generator:
  1. Click
    Billing
     in the left navigation.
  2. Click
    Post invoices
     in the toolbar.
  3. Select
    LEDES GENERATOR
    .
  4. Click
    Post invoice
     next to the matter associated with the invoice.
  5. Complete the fields under the
    INVOICE HEADER INFORMATION
     collapsible section. This section includes basic, required information about the invoice. If required fields are not filled in, the invoice will not post. Except for the
    Description/Comments
     and
    P.O. Number
     fields, all fields are required.
    Field Reference
    Field
    Description
    Law Firm Office
    Location of the firm office represented in the invoice.
    Matter Name
    Name of the matter associated with the invoice. If the matter name is not correct, cancel out of this page, or click
    Change Matter
    .
    Law Firm Internal Name & No.
    Your firm’s internal client name and matter number from the list. If no number is available click
    Edit Firm Client & Matter #
     to enter the firm’s client and matter number; otherwise, the invoice will not post.
    Invoice Number
    Must be a unique number.
    Invoice Date
    Date invoice is assigned.
    Billing Period Start Date
    The date on which the work included in this invoice began.
    Billing Period End Date
    The date on which the work included in this invoice ended.
    Description/Comments
    Optional additional information about the invoice.
    P.O. Number
    Purchase order number that your client assigned, if applicable.
  6. In the
    INVOICE DATA
     collapsible section, use the
    Invoice currency
     drop-down list to select the invoice currency.
  7. If you want to add fee or expense line items, click
    Add line item
     in the applicable section and complete the required fields.
    Field Reference
    Field
    Description
    Date
    Date the activity occurred.
    TK First Name
    Timekeeper’s first name.
    TK Last Name
    Timekeeper’s last name.
    TK ID
    Unique identifier of the timekeeper for this line item. The identifier is an employee number, initials, or anything else that uniquely identifies the person. Often it is the primary key for the timekeeper as used in the firm’s financial system.
    TK Classification
    Professional classification of the timekeeper, such as partner, associate, or paralegal.
    Task Code (fee line items)
    Use the dropdown to select the task code for the activity performed.
    note
    Task codes may be required for trademark and patent matters.
    Activity Codes(fee line items)
    Use the dropdown to select the activity code for the activity performed.
    Task Description/Line Item Narrative(fee line items)
    Optional description of the task.
    UTBMS Expense Code(expense line items)
    Use the dropdown to select the UTBMS expense code.
    Expense Description(expense line items)
    Optional description of the activity performed.
    Hours(fee line items)
    Number of hours spent on the task described in the line item.
    Units(expense line items)
    Number of units, such as the number of copies made.
    Rate
    Amount charged for each unit.
    Tax Type
    Applicable tax type.
    Tax %
    Applicable tax rate (visible only if you select a Tax Type).
    Adjustment
    Any applicable adjustment, such as a discount.
  8. (Optional) If you want to add a line item identical to the one you just completed, click
    Clone Line Item
    , then edit the individual fields.
  9. (Optional) If you need to adjust the value of an invoice, complete one or both of the following:
    • To adjust a line item amount, enter a value in the corresponding
      Adjustment
       field.
    • To adjust the entire invoice amount, click
      Adjust total fees
       or
      Adjust total expenses
       under the
      Totals
       section and enter the adjustment.
    note
    To reduce the amount of the invoice, enter a negative number.
  10. If you want to download and save a copy of the invoice, click the three small dots icon on the toolbar then click
    Download invoice
    .
  11. Click
    Post & close
     in the toolbar.
tip
To delete a line item, click the gray X to the far right of the line item.

Posting Non-LEDES Invoices

To post a non-LEDES invoice:
  1. Select
    Billing
     in the left navigation.
  2. Select
    Post invoices
     in the toolbar.
  3. Select
    OTHER FILE UPLOAD
     to select the invoice format and method for posting the invoice.
  4. Click
    Post invoice
     next to the matter you want to post an invoice for.
  5. Complete the fields on the new invoice page. Fields with an asterisk are required.
    You must include a PDF invoice with non-LEDES invoices. Select
    Browse
    next to
    PDF
    . On your computer, locate and select the PDF document to attach.
  6. Click
    Post & close
     in the toolbar.

More About Invoicing

Post Invoices to Matters with Incomplete Tasks
If you post an invoice to a matter that has incomplete tasks, the invoice is uploaded and saved to Tracker but the invoice is not be delivered to the client until all the incomplete tasks for the matter are completed. The status of the invoice will show as
Delivery on Hold
 until the tasks are completed.
note
The delivery of an invoice may also be put on hold during a company's review of accruals.
Post Invoices in a Foreign Currency
When you post an invoice, you can select the currency of the invoice from the
Invoice currency
 dropdown in the
INVOICE UPLOAD
 collapsible section. If you are using SpeedPost to post multiple LEDES 1998B invoices in a single file, the currency you select applies to every invoice in the file. If you are using the SpeedPost form to post multiple LEDES 1998BI invoices in a single file, the currency indicated in the file overrides any currency selected on the page in Tracker.
You cannot submit a single file with LEDES 1998B invoices that are in different currencies. You must post separate files for each currency or post invoices in the 1998BI invoice format.
note
This does not apply to invoices or unbilled amounts. When posting an invoice or entering unbilled amounts, you always enter the amount in the native currency of your invoice.
Notification of Delivery on Hold Status
If you use SpeedPost to post multiple LEDES invoices, the Invoice results page notifies you if the delivery of any invoices is on hold. If you use the
LEDES MANUAL UPLOAD
 or
OTHER FILE UPLOAD
 method, then Tracker displays an alert at the top of the New invoice page.
note
A
Delivery on Hold
 status does not prevent you from uploading the invoice but the invoice will not be delivered until the incomplete tasks are resolved.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Invoices
  • Audiences: Firm