Here’s an easy-to-follow guide on how to create and send an invoice using LeanLaw.
Creating and Sending Invoices
Step 1: Access Ready to Bill
Go to the Billing tab in LeanLaw, then choose Ready to Bill on the left side. This section displays a list of unbilled items, including tracked hours, fixed fees, and expenses for each client and matter.
Step 2: Select Items for the Invoice
Filter your view by client, date range, or matter to quickly locate items. To include non-billable or contingency matters, be sure to select the appropriate filters.
To add items to your invoice, simply check the box next to each relevant entry. If you only want specific items, hover over each one and click its checkbox to select.
Step 3: Create the Draft
After selecting the entries you want on the invoice, you have a few options to create a draft:
One-Click Create Draft Invoice:
1. Hover over the item you want to add to the invoice.
2. Click the green lightning bolt icon to instantly create a draft.
Step-by-Step Create Draft Invoice with Review of Time Entries:
1. Click the grey arrow next to any item to see details, make adjustments, or edit entries.
2. Once ready, click the green "Prepare Invoice" button to create your draft.
Create Multiple Draft Invoices:
1. Check the box next to each item you wish to include.
2. Click the green "Create Draft Invoices" button at the top right.
3. Click "Ok" to confirm.
A green message will appear at the bottom right of your screen to confirm the process is complete.
Editing the Invoice Draft
Step 1: Access Draft Invoices
In the Drafts section under Billing, select your draft invoice for review and further editing.
Step 2: Make Changes to Draft Invoices
Invoice #: Leave blank for automatic numbering (syncs with QuickBooks Online) or enter a custom ID if needed.
Invoice Date: Choose the date for the invoice, ideally the last day of the billing period to align your "Billed Revenue" with the month the work was performed.
Bill to: Auto-populated based on client setup. Click the text box to edit if needed.
Memo: Add client notes, or check the boxes to add custom fields, trust balance details, matter totals, or a summary of hours billed. Click "Apply" to go back to the draft invoice.
Use the [ + Add Section ] button to add the first item of a specific type (Services Not Billed, Fixed Fee, or Expenses) when that section doesn't already exist on your draft. Once the section is created, you can use the +Add button within that section to add additional items of the same type.
Invoice Details: A line can be edited by clicking the description. A pop-up window allows you to include initials or matter name. Need to update a time entry description? You can do it right here. Hours worked, rate, and amount can also be adjusted. After you make changes, click the green Apply button.
Need to add a billable item? Select the +Add button within any section to create additional time entries, expenses, or fixed fees directly in the editor.
The Update button is where the status of the time entry can be changed. Make non-billable, Save for later, Change Matter, Make billable, Assign to Fixed Fee, Write-down to zero, Mark as Billed. Select either a single or multiple likes to update by checking the boxes and clicking Update.
What if I need to remove a time entry from my draft? Click the remove button and you will be asked what you would like to do with the entry.
Save this Time Entry for Later: this time entry will be removed from this invoice but can still be added to a new invoice later.
Adjust this Time Entry to Zero: This time entry will be removed from invoicing and appear in reports as a write-down.
Delete this Time Entry permanently: this entry will be permanently deleted as it if never existed. ‼️This action cannot be undone! If an entry is permanently deleted in error, it will need to be recreated. ‼️
Add Credits: Use "Add Credit" to apply a one-time discount.
Note: Recurring credits aren't supported by LeanLaw
On the bottom of the Draft page, you can select the invoices you'd like to download as either separate LEDES or as a single, combined LEDES file.
Step 3: Finalize the Changes to Draft Invoices
Once you've made all edits, click on Save to keep the changes.
To submit the draft to QuickBooks Online, click Approve or Approve & Submit to QuickBooks.
Approving the Invoice
Step 1: Access Drafts waiting to be Approved
If your billing workflow requires approval, the invoice won’t sync with QuickBooks until you approve it.
In the Approve section under Billing, review and approve draft invoices that are ready but not yet finalized.
You can also use the Approved section to select the invoices you'd like to download as either separate LEDES or as a single, combined LEDES file.
To see your firm’s current billing procedures, review the Billing (Workflow/Fees) page found in your firm's Settings.
Sending the Invoice to QuickBooks Online and Clients
Managing Invoices:
In Manage Invoices, view all invoices submitted to QuickBooks Online. Note that invoices created in QuickBooks Online will not appear here.
Emailing Invoices:
To email a PDF invoice, click the Email button next to the invoice. You can also send multiple invoices by selecting them and choosing Deliver > Email from the menu.
Reviewing and Editing Invoices:
To review an invoice in QuickBooks Online, click the three dots next to it and select Open in QuickBooks.
If you need to make changes to an invoice, select the invoice, scroll to the bottom, and click on Back to Draft.
Syncing with QuickBooks Online
When you submit an invoice through LeanLaw, the system automatically records the transaction in QuickBooks Online, ensuring accurate account records for revenue and accounts receivable.
By following these simple steps, you’re ready to create, edit, and send your first invoice in LeanLaw! For additional questions, feel free to reach out to our support team.