Why do rates in LeanLaw draft invoices sometimes default to $0, and how can this be resolved?
Introduction
In LeanLaw, certain situations may result in rates in draft invoices defaulting to $0. These behaviors can be attributed to system interactions involving default rate configurations, the nature of time entries (Billable vs. Non-Billable), and actions taken during invoice creation. Users might encounter issues, such as errors when submitting invoices to QuickBooks Online, if these specifics are not addressed.This article explains the reasons behind this issue and provides instructions on how to resolve it.
Common Causes for $0 Rates in Draft Invoices
Non-Billable Entries: If time entries are marked as Non-Billable, the rate in the draft invoice will default to $0. This system logic applies even if manual adjustments are made to the rate. Non-Billable entries are not intended to have rates.
Default Rate Configurations: Time entries may appear with a $0 rate if the rate was manually set to $0 at the time of entry creation or if the associated matter has a default rate of $0 listed in the "Billing and Rates" tab.
Manual Removal During Editing: Rates may be inadvertently removed during the step-by-step invoice creation process, leading to $0 rates.
Resolving the Issue
Step 1: Mark Entries as Billable
Ensure that all time entries associated with the draft invoice are marked as Billable. When entries are Billable, the rate column will auto-populate based on your input and save correctly.
Step 2: Update Rates in the Draft Editor
Navigate to the draft editor and update the rate for entries displaying $0. Here’s how:
Click on the time entry description to open the editing window.
Adjust the hours, rate, and amount together.
Apply the changes to ensure the correct rate is reflected in the draft.
Step 3: Configure Default Rates
For flat rate matters, set an appropriate default rate under the matter’s “Billing and Rates” settings. Once configured, use the "Update WIP Rates" function to apply the default rate to all unbilled entries.
Step 4: Verify Invoice Submission Settings
If submitting to QuickBooks Online, ensure the hourly rates and calculated billed amounts align. Any mismatch may result in errors.
Tips and Best Practices
Regularly review time entries and ensure they are appropriately marked as Billable or Non-Billable, based on their nature.
Utilize default rate settings to minimize manual data entry and ensure consistency across draft invoices.