This article describes how to add a new client in Legalsense. It is possible to use an existing contact as the base for a new client.
Adding a new client
To add a client go to 'Clients' in the main menu and choose 'New client' or 'from existing contact'. The option 'from existing contact' can only be used if the contact already exists in Legalsense (under 'Contacts') but is not yet a client. The difference between 'New client' and 'from existing contact' is that with the second option, the existing contact details will be copied to the client.
When the contact is selected, click on 'New client' to continue with the client creation process.
It is also possible to create a client directly from the contact.
The process of client creation consists of the following steps:
Step 1 - Contact information
On the first screen you can enter contact details and debtor information. Select 'Organization' if you want to add a company as a client and select 'Natural person' if you want to add a person as a client. The fields that can be filled in for an 'Organization' differ from the fields that can be filled in for a 'Natural person'.
Fields marked with an * are required. We recommend that you fill in as much contact information as possible, as this helps you during a conflict check and when debtor information is consulted at a later stage. It is possible to let fields be marked as required in addition to the default fields. Please contact the Legalsense helpdesk if you would like to make these adjustments.
After filling in the contact information, click 'Next'.
Step 2 - Client information
In Step 1 the contact was created. This contact will be turned into a client in Step 2.
Depending on the configuration of your Legalsense environment, there is a number of fields that can be filled in:
Alternative names: you can think of "trade names", etc. When searching for a name in the conflict check, the alternative names are also included.
Number: the number can be left empty, it is usually assigned automatically by Legalsense.
Date: the date that the first work is done for the client.
Description: in this field you can enter a description about the client.
Parent client: if the client for which you perform work is a subsidiary, you can specify the parent company under 'Parent client'. The parent client must be an existing client in Legalsense. Reporting on 'Parent client' is possible.
Referrer: the referrer is the "external" referrer. In this field you can record by which external party the client has been referred. This makes it possible, for example, to create reports on referrers. The available referrers are kept centrally under 'Settings' - 'Lists' - 'Referrers'.
Originator: as opposed to the referrer, the originator is the "internal" referrer. In this field you can indicate by which employee the client has been referred. This field is also available in the Legalsense reports.
After filling in the information, click 'Next'.
Step 3 - Pricing information
You arrive at Step 3 where the relevant pricing information for the client is recorded.
Is billable: by default, a client is created as "billable". This means that the time written on matters that are created under this client can be included on invoices. Unchecking this field means that the client is seen as "non-billable" by default and all matters created under this client will be "non-billable" by default too. This is meant for internal (non-billable) clients and matters, where only non-billable activities are visible when writing time. It is recommended not to adjust the default setting, but to apply this status at matter level.
Currency: this currency indicates in which currency the activities will be displayed on the invoice for this client. This option is only visible if the "multi-currency" functionality is enabled in your Legalsense environment.
Office expense rate: the default office expense rate is shown here. You can specify a different office expense rate at client level.
Discount rate: the default discount rate for the client can be set here. This discount rate will apply to all matters that are active under this client (unless a different rate is specified at matter level).
Pricing scheme: by selecting a pricing scheme you can configure which rates apply for this client. Every matter that is created for this client will have a similar pricing scheme. At matter level this pricing scheme can be set as well. More information about pricing can be found in the article Rates and pricing schemes.
To finish Step 3, you have the following options:
1. 'Save and new matter' - with this option the client is saved in Legalsense and you can immediately start with adding a new matter for this client.
2. 'Save' - save the client in Legalsense without adding a new matter for this client.