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Invoices

Format your invoice files

Combine all invoice details into 1 file for clarity, use a consistent currency, and clearly present totals. Make sure fee and expense details are complete and keep descriptions on the same page.
For optimal conversion accuracy, refer to the following best practices.

Use a single invoice file

Combine all invoice content — including the summary, fee details, and expense details — into a single file for greater clarity and completeness.

Use a single currency

Make sure all amounts in the invoice are presented in a single, consistent currency. Avoid including multiple currencies within the same invoice whenever possible.

Clearly present invoice totals

Make sure your invoice lists total fees, expenses, tax type, and rate (such as VAT 16%), tax amount, and the grand total in a clear, easy-to-read format.

Include clear, complete fee details

Each fee line item should clearly state the timekeeper, fee description, duration (hours), tax (if needed), adjustment (if needed), and total fee amount.
  • Optionally, you may also include the timekeeper ID, classification, and rate for each fee line item.
  • Alternatively, provide a summary table after the detailed list of fees containing the timekeeper name, ID, classification, and rate.
Examples
Fee details with summary table for timekeepers:
  • In the Fee details, you can include separate columns for
    Date
    ,
    Person
    ,
    Comment/Narrative
    ,
    Time
    , and
    Amount
    .
  • In a separate table, keep a timekeepers summary with totals per lawyer. Include their initials, name, hourly rate, time, and amount due.
Timekeeper information provided before the fee details:
  • You can make a table for each timekeeper. Indicate their name and hourly rate, along with the
    Date
    ,
    Hours
    , and a summary of their
    Activity
    .
Timekeeper information included in the fees table:
  • You can make a fees table with a breakdown of services rendered that includes timekeeper information. Include columns for
    Date
    ,
    Fee Earner Name
    ,
    Hours
    ,
    Rate
    ,
    Narrative
    , and
    Amount
    .

Include task and activity codes

Include task and activity codes in separate columns.
You can also include them with the fee description.

List clear expense and disbursement information

List expenses in a separate, clearly labeled section or table, distinct from fee details, to avoid confusion. Include a column for
Units
,
Description
, and
Amount
.

Use consistent formatting

Align all tables consistently throughout the invoice. Align data fields related to legal fees — such as date, timekeeper, description, and duration — uniformly.

Avoid splitting fee descriptions across pages

Don’t split fee descriptions across page breaks, as this may cause duplication of fee entries in the converted invoice.

This article applies to:

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

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