Overview of the Billing Workflow
Find the Billing Workflow Page
Users will need Firm Set-up permissions in order to access the billing workflow page. If you do not have those permissions, check with your firm administrator!
You can find and change your billing workflow by going to the Settings gear icon (⚙️) on the top right of LeanLaw. Navigate in the left-hand menu and click on "Billing (Workflows/Fees)".
Changes made on this page will show on LeanLaw's "Billing" page as you create an invoice.
LeanLaw offers three main billing workflow options:
Direct Submission:
Invoices go straight to QuickBooks without editing.
Best for: Firms with simple billing processes that don't require additional review for invoices.
Draft:
Invoices enter a Draft stage upon creation, which allows further edits and adjustments.
Best for: Firms who prefer to review and edit a draft before sending the final invoice to their clients.
Draft and Approve:
Invoices are drafted, reviewed internally, and then approved.
Approved invoices are locked and cannot be edited further.
Best for: Firms who prefer additional review processes before finalizing the invoice.
Draft, Review, and Approve:
Adds a "Review" step for additional oversight between drafting and approval.
Best for: Firms that want extra verification and edit capabilities beyond the draft and approve stage.
Administrative Fees:
Add additional charges, such as service fees, to invoices.
Best Use Case: Firms that need to account for operational costs or specific client agreements.
Interest on Expenses:
Apply annual interest to outstanding expenses for a matter.
Best Use Case: Long-term matters with delayed client payments.
Key Features of Each Workflow Step
Ready to Bill
What it does: Lists unbilled time entries, fixed fees, and expenses.
Next Step: Select items and move them to "Drafts."
Drafts
What it does: Creates editable invoices for review.
Capabilities:
Add or remove time entries and expenses.
Assign roles like Responsible, Reviewer, or Originator.
Best Use: Most firms stop at this step, making necessary edits before submitting invoices.
Review (Optional)
What it does: Allows reviewers to verify invoices before approval.
Tip: To ensure your reviewer can edit at the draft or review stage, you will need to ensure they have the right user permissions to view and edit invoices. Learn more here:
Approve
What it does: Locks invoices, preventing further edits.
Next Step: Submit the approved invoice to QuickBooks or send it back to drafts if adjustments are needed.
What Does "Assign a Reviewer" Mean in LeanLaw?
In LeanLaw, assigning a reviewer allows you to designate a specific person responsible for reviewing an invoice before it is approved or finalized. This step can provide additional oversight in the billing process, ensuring invoices are accurate and complete. Here's a detailed breakdown:
What Is a Reviewer?
A reviewer is a person assigned to check the details of an invoice during the "Review" stage of the billing workflow. Their role is to:
Verify the accuracy of time entries, expenses, and rates.
Identify missing or incorrect information.
Provide feedback or make necessary adjustments (if they have editing permissions).
How to Assign a Reviewer
Reviewers are configured in the Billing and Rates tab for individual matters:
Go to the Billing and Rates section of a matter.
Locate the "Assign Reviewer" field.
Select the person you want to assign as the reviewer. Multiple reviewers can be assigned to the same matter if needed.
Press the green "Save" button at the bottom of the screen.
What Happens When a Reviewer Is Assigned?
During the Review Stage:
The assigned reviewer can view the invoice and make adjustments if they have the appropriate permissions.
Note: Having a designated Review stage is optional, reviewers can still filter and edit in the Draft stage as well.
Filtering by Reviewer:
Invoices can be filtered by reviewer, helping firms quickly identify which invoices are pending review by whom.
You can also see who the assigned reviewer(s) are by opening the Draft invoice and checking the top-right corner. The reviewer's initials will be displayed.
Frequently Asked Questions (FAQ)
Do I have to set a reviewer?
Even if the Review step is enabled, you do not need to specify a reviewer.
What happens if I change billing workflows halfway into my invoice cycle?
Your invoices will retain the status they were assigned prior to the change. If an invoice is "locked" because it was approved and the approved step was removed, you'll need to undo the invoice back to the Draft or Ready To Bill (RTB) status to unlock the entries.
Is there a limit as to how many changes I can make?
You can switch billing workflows as frequently as you prefer and can experiment with the workflow that fits you best, however, it's recommended that you maintain a consistent workflow to avoid the potential for errors in invoices!