Billing workflow

Within Legalsense it’s possible to set up a flow in which multiple users, with different roles, will have to check the invoices before they are being sent out to clients. This is not a default function and needs to be activated. Please contact our Support department to do so.

Responsibilities within the workflow

When a draft invoice is made up the first check will be done by the Financial administration. In Legalsense these users are assigned to the permission group ‘Financial admin’. After this first check the task is forwarded to the next responsible user. It’s possible to set up to three responsible users. These users can have the following roles:

• Billing supervisor (is set up in a default flow)
• Matter supervisor
• Accountmanager
• Billing assistant (this role can be applied by editing the user profile)

Our Support department can adjust the default set up by changing the amount and roles of responsible users.

When the invoice amounts are changed an extra check by the supervisor of a practice group can be configured when the amount exceeds a certain threshold. This threshold can be configured via ‘Settings’ – ‘General’ –  ‘System’ – ‘Workflow’.

Actions within a workflow

At the top of an invoice, it’s possible to see to which user the task is open and which user is next in the flow.

 
Depending on the permissions, users can edit the invoices in the following ways:

Task done

The task is being forwarded to the next responsible user within the flow. When forwarding, an user can also add a notes. This can be a question or remark for the next responsible user.

Pass responsibility

When another user has worked in a certain matter, the responsible user has the option to forward the task to this specific user. After the check the task can be put back to the responsible user.

Bill later

When the task is set to ‘Bill later’ the invoice is forwarded to the Financial administration. The Financial administration can delete the draft so it can be created again on another moment.

History

Possibility to gain insight in previous mutations and remarks.

Notifications

An user can have insight in ‘Tasks’ and ‘Task overview’ via the menu ‘Invoices’. In the submenu ‘Tasks’ an overview of outstanding tasks of the logged in user are visible. The submenu ‘Task overview’ is only visible to users in the permission group ‘Financial admin’ and offers a way to manage all outstanding tasks. They can also perform tasks in bulk if necessary.

To encourage a smooth workflow, Legalsense offers the option of sending out two notification e-mails:

1. You have outstanding tasks: The user receives an e-mail in with an overview of recently appointed tasks. The e-mail also contains a direct link to the task overview in Legalsense. The time period after which an e-mail is being sent, is set after 1 hour. This can be adjusted. Please contact our Support department to do so.
2. Reminder: The user receives a reminder e-mail with the outstanding tasks. The e-mail is sent after 48 hours. This time period can also be adjusted by our Support department.