Submitting an Invoice – CounselLink Law Firm

This article covers the following:

Importing an Invoice Checklist
Accepted File Formats for Uploading
Adding a Law Firm ID
Importing an Invoice
Creating an Invoice in CounselLink
Editing an Invoice
Adding a Discount or Premium
Adding a Document to an Invoice
Adding a Document to an Individual Charge
Checklist for Paper or Email Invoice
Emailing an Invoice
Checking Upload Status of an Invoice Email Submission

Importing an Invoice Checklist

Before importing your invoice into CounselLink, make sure review the following:

Action	Description
Search for the Matter	The matter to be invoiced must be assigned to your law firm first. Click the Matters tab and do a search for your client's name. The case you want to bill against must be in the search results list in order for your invoice to be accepted.
Read Billing Guidelines	The Corporate Protocols (Billing Guidelines) specifies the requirements for invoicing your client's matters. Charges in your invoice that do not pass the guideline review will need to be changed before client review.
Set Tax Options (optional)	Provide information about taxing your client. This is done at the Office Profile screen prior to uploading.
Set Unknown Timekeeper Preferences (optional)	If biller initials on the invoice are not in CounselLink, how does the client want the invoice to be handled? This is set on the Office Profile page prior to uploading.
Provide Tracking Information	Do one of the following: Add your Law Firm Matter ID to CounselLink. This will need to be done for every invoice. See the section on this page for more information. Add the Corporate Customer ID. This needs to be done only once for each client.

Accepted File Formats for Uploading

Time and billing software can create several invoice file formats. You must first determine which format to create. The most common file format uploaded into CounselLink is the LEDES 1998B file. This format does not include tax, currency, or final invoice information. That data is added during the invoice upload process. If all the necessary information is not found in your invoice file, CounselLink will use your invoice settings in the Office Profile and provide options during the upload process.

Some file formats created by tax and billing software do not contain all invoice conditions. Review the following questions to determine the best file format to create:

Do you need to tax your clients for services? Some US states and local jurisdictions require this. Many countries outside the US frequently enforce a service tax. To tax correctly, the file needs to have tax type and tax amount data fields. This information can be added during the upload process. Note
Do you ever need to bill in a non-US dollar currency? This information can be added during the upload process.
Does your client have requirements for the final invoice? Some clients need extra information added to the final invoice. This information can be added during the upload process.

Once you know these answers, you know your invoice conditions. Review the chart to determine what file format includes the necessary information for your purposes.

Data Fields	Tax Type	Tax Amount	Currency Type	Final Invoice
LEDES 1998B	Information added during import	Information added during import	Information added during import	Information added during import
LEDES 1998BI	Yes	Yes	Yes	Information added during import
LEDES 2000	Information added during import	Yes	Yes	Yes
LEDES XML 2.1	Yes	Yes	Yes	Yes
SDF 1.1	Information added during import	Yes	Yes	Information added during import
SDF 1.2	Information added during import	Yes	Yes	Yes

Adding a Law Firm Matter ID

Before you can import your invoice, you must enter the Law Firm Matter ID. The ID is assigned to the matter by your time and billing software.

As an alternative to this process, you may want to try the steps in Set Corporate Customer Identification process. This process only has to be done once and it is completed.

Find the Matter Overview page for which you wish to add the Law Firm Matter ID.
Click on the Edit button to access the Matter Edit screen.
In the Matter ID field, type in the applicable Law Firm Matter ID. This is the number your invoicing system puts into the fourth field of a LEDES98B file.

The limit on this ID is 64 characters.
Click the Save button to complete the process.

Importing an Invoice

CounselLink accepts invoices created by third party time and billing software. CounselLink performs a validation process during the upload. Once the invoice is uploaded, you can add tax, choose currency, and attach documents. Be sure to review the prior steps in this section before upload.

This import feature does not accept 2.1 LEDES formats. If you upload a 2.1 file, you will receive an error and be prompted to step through the process using our class import feature.

Navigate to the Invoice Import page by one of the following ways:
- Click the +Invoice Import button on the Billing Panel.
- Click the Invoice Import button at the top of the Invoices Search page.
- Click the Import button on the Invoices tab of the Matter Overview page.
  
  The Import Invoices page displays.
Choose a File to upload from your computer, or drag and drop the LEDES file from your desktop.

You can drag and drop multiple files at the same time. Select all invoices at once, and drag them onto the page.
Click Next once you have uploaded all files. The progress bar moves to Step 2, displaying any validation errors or warnings.
Click the down arrow next to the file to expand any validation error notes. Each invoice will display one of three symbols:
- Green check mark: The invoice was validated.
- Yellow exclamation point: The invoice will be accepted but certain items were altered to validate properly.
- Red exclamation point: The invoice can not be validated in its current state. You can continue to the next step with any validated invoices, or you can resubmit this invoice to correct the errors detailed here. Click the Back button to resubmit or the trash can icon in the invoice row to remove it from the upload.
  
  You can group invoices by status by clicking the filter icon ()in the Status column. You can also use the search field to find a particular invoice in the list.
Before advancing, you have two options:
- Click Next. This takes you directly to the final step in the upload process. Skip to Step 8 in this topic.
- Check the box next to Review Tax and Currency and click Next. The Review Tax and Currency step displays.
  
  This step is used primarily for 1998BI files, where you can manually select your currency and tax selections for each invoice. If you forget to select Review Tax and Currency, you can click the Back button to return to Step 2.
Select the Currency and Tax information from the drop down options as needed.

If there are no expenses on the invoice, the Expense Tax field will be read only.
Click Next. The Final Review and Add Attachments step displays.
If needed, select the invoice(s) and choose one of the following:
- Add Attachment: Click to add an attachment or attachments to your invoice.
  
  You must have the Document Administrator role to add attachments. If your invoice file contains invoices for multiple clients, you will be unable to add attachments.
  1. Choose a File or drag and drop from your desktop to the Add Attachments window. You can also enter a URL to an external file.
  2. Enter a Document Name.
  3. Click Upload Document(s).
- FastTrack: Click to use FastTrack for your invoice(s). This option shows if it is enabled for your client and your firm is enrolled.
- Final Invoice: Click if the invoice(s) selected will be your final invoice.
Click Send to Client(s).

Click Save for Later if you wish to delay sending to the client. The invoice will be put into a pending state.

The invoice is sent to your client(s) for review.

Creating an Invoice within CounselLink

There may be times when you need to create an invoice directly within CounselLink.

Click the Invoices tab from the Matter Overview page.
Click +Create. The Create Invoice page displays.
Provide the required information in the Invoice Details section.

Fields marked with an asterisk (*) indicate required entry.
- The Law Firm Invoice ID will fill in automatically if you select Auto. Select Enter Invoice ID to enter a new ID manually. This ID can be used to track the invoice status once it is created.
- Click the calendar icon in the Invoice Date box to select the date when the invoice is to be sent to be sent to the client. The current date displays by default.
- The default law firm office is displayed under Law Firm Office. You are required to select an office from the list when multiple law firms are assigned to a matter.
- Select the currency to be used for the billing transaction in the Invoice Currency list. US Dollar is selected by default.
- Click one of the Final Invoice options:
  - Yes, if this is the last invoice being submitted for the matter.
  - No, if there might be more invoices being submitted for the matter.
- Type a short explanation of the invoice or other pertinent notes in the Invoice Description box. You can enter a maximum of 15360 characters.
In the Additional Information section, complete each section as appropriate, where fields marked with an asterisk (*) indicate required entry.
If applicable, add a discount or premium to the invoice. See the section on this page for more information on discounts.
Click Save. The Invoice Overview page displays.
Expand the sections in the Additional Information area as needed. You may be required to fill in some client-configured fields before activation.
When manually creating an invoice, complete the following: Add Fees and / or Expenses
1. Click the Charges tab.
2. Perform one / all of the following:
  
  Click Add Fee to add a fee / fees.
  1. In the Edit Fee Charges screen, complete / add entries as required.
  2. Click Save.
  Click Add Expense to add an expense / expenses.
  1. In the Edit Expense Charges screen, complete / add entries as required.
  2. Click Save.
  The Invoice Overview page displays, indicating any issues that may remain, highlighted in yellow. Review for any errors and correct as necessary.
Optional: Add supporting documents to a charge line if necessary.
1. Place a check mark next to one or more charges.
2. Click More Actions.
3. Select Add Charge Attachment.
  
  The Add Attachments window displays.
4. Upload your document(s) by one of the following methods:
  1. Enter the link (URL) to the document(s) to be uploaded under the Upload Documents section.
    
    Enter the full link including the http:// or https://
  2. Drag and drop a file into the Drag and Drop section.
  3. Click Choose a file In the Drag and Drop section to access the document directory / location.
Activate the invoice.
1. Click the Activate button to activate the invoice.
2. Click Yes, Activate on the Activate Invoice Overview page.

Editing an Invoice

If an invoice has not yet been submitted to the client or if it has been rejected, you can perform edits.

See this topic to learn more or review the editable fields on an invoice.

Click the Edit button on the Invoice Overview page.

The Edit Invoice page displays.
Make any edits necessary.
Click Save. Fields marked with an asterisk (*) indicate a required field.

The Invoice Overview page is updated to reflect your changes.

Adding a Discount or Premium to an Invoice

If you have an agreed up on discount or premium with your client, you can add it during the create invoice process.

Although this section is optional, fields marked with an asterisk (*) require an entry.

Start creating an invoice.

You can also add a discount or premium to an invoice that has not yet been activated. Click the Edit button at the top of the Invoice Overview page.

Navigate to the Discount/Premium Information section and click the +Create Discount/Premium button. The Create Discount/Premium window displays.

In the Description box, type the discount information.

If you are entering a Volume Discount, you must enter VOLUME DISCOUNT (all caps) in the description box.

For the Discount Type, select one of the two options:
- Flat: For a specific discount / premium amount.
- Percent: For an amount that would change based on the amount of the invoice.
In the Apply To list, select one of the following options:
- Fee Discount: When a discount is provided on the amount of the fees charged. Select this option for Volume Discounts.
- Fee Premium: When an amount is added to the base amount of the fees charged.
- Expense Discount: When a discount is provided on the amount of the expenses.
- Expense Premium: When an amount is added to the base amount of the expenses.
Enter one of the following:
- If you selected Flat in Step 4, enter the amount in the Amount box.
- If you selected Percent in Step 4, enter the percentage of discount or premium in the Percentage box.
Click Save.

Adding a Document to an Invoice

You can attach files to invoices in order to keep associated records, such as receipts, correspondence, videos, or other pertinent information to your charges. A file can be attached to a specific matter, a specific invoice, or simply uploaded for reference.

As soon as the steps are completed, anyone who has permission to read the document can perform a document search and access it.

Attachment sizes are limited to 100 MB. There is no limit to the number of attachments that can be added or the size of an upload of attachments made at one time.

Click the Documents tab on the Invoice Overview page.
Click + Add. The Documents/Add Documents page displays.
Upload a document by one of the following methods:
- Enter the link (URL) to the document(s) to be uploaded under the Upload Documents section.
  
  Enter the full link including the http:// or https://.
- Drag and drop a file into the Drag and Drop section.
- Click Choose a file to access the document directory / location.

Under the Documents Details section, enter values in all applicable fields.

Fields marked with an asterisk (*) are required.

Column	Description
Document Name*	Type in a name for the document, which will appear in the Name column during document searches. If you are adding multiple files, this field is not available. You can specify each individual document's name at a later time as described in the next section.
Document Type*	When uploading from the invoice, this option will be greyed out.
Linked To	When uploading from the invoice, this field will auto populate with the invoice name.
Category*	Choose the description that best matches the document.
Owner*	When uploading from the invoice, this option will auto populate the user who uploads it.
Who can view this document?*	Select a security option from the drop down list. This option is only available if your client has the new document security feature turned on. If it is, the 'Shared' and 'Access Level' fields will not display.
Shared*	Determine the type of users who can view the document. Selecting No restricts the document to only corporate client users. See the table below for more information.
Access Level*	Determine which users can view the document. See the table below for more information.
Status	Specify the state of the document. If a document's status is set to N/A, it's Status field will display "Document Not Applicable."
Description	Enter text about the document. This text, in its entirety, will appear in the search results list. Keep it as short and succinct as possible. A maximum of 255 characters is allowed.
Keywords	Enter single words that may be used to search for this document.

Access level information:

Shared	Access Level	Who Can See the Document?
No	Private	Matter: All law firm document administrators in the matter contact office, and the document owner. Invoice: All law firm document administrators in the contact office of the invoice, and the document owner.
No	Public	Matter: All law firm matter participants. Invoice: All law firm users who access invoices.
Yes	Public	Matter: All corporate client users and law firm users who are participants or staff on the matter. Invoice: All law firm and corporate client users who access invoices.
Yes	Private	Invoice: All law firm document administrators in the matter participant office of the invoice plus the document owner.

Click Upload Document(s). The Document Overview page displays.

Adding a Document to an Individual Charge

You may choose to include documentation specific to a charge on your invoice. This may be helpful if the document applies only to the charge and not the entire invoice.

Navigate to the Charges section of the Invoice Overview page.
Place a check mark by the charge(s).
Click More Actions.
Select Add Charge Attachment from the drop down.

The Add Attachments window displays.
Upload your document(s) by one of the following methods:
1. Enter the link (URL) to the document(s) to be uploaded under the Upload Documents section.
  
  Enter the full link including the http:// or https://
2. Drag and drop a file into the Drag and Drop section.
3. Click Choose a file In the Drag and Drop section to access the document directory / location.
Enter a name in the Name field if necessary. A name will auto-populate once you select your document.
Click Upload Document(s). The document or documents are added to the charge line. They are also added automatically to the Documents tab under the Charge Root Folder folder.

Checklist for Paper or Email Invoice

Before emailing an invoice created in your time and billing software, review the following client and LexisNexis® CounselLink® requirements.

Not all clients accept paper or email invoices. Please ensure your client accepts this format before submission.

Step	Description
Read Billing Guidelines	The billing guidelines have been put together by your client to specify requirements for invoicing them.
Read Paper Processing Invoice Submission Guidelines	See this article with a list of guidelines to help ensure an error-free billing process.

Sample Paper Invoice

This sample paper invoice has all of the correct data for paper processing.

Emailing an Invoice

You may wish to create invoices using your preferred output format and then email them to the CounselLink office.

Not all clients accept paper or email invoices. Please ensure your client accepts this format before submission.

Invoices should be sent as an attachment to (6 MB size limit):

counsellinkinvoices@lexisnexis.com

You may email documents in the following formats: .pdf, .doc, .docx, .txt, .xls, and .xlsx.

You may attach multiple files to one email but only one invoice per file. Please include any necessary backup documentation (receipts, etc.) at the end of the invoice file and not as a separate file attachment.
Please do not use the "return receipt" option in your email program. A verification email will be sent out that includes a confirmation number for each invoice attachment. This confirmation number should be retained for tracking purposes and can be used as a receipt.
The subject line and body of the email are not read, and this email is not monitored.

Once you've emailed your invoice, you can check the upload status.

Checking Upload Status of an Invoice Email Submission

You can search for the status of an invoice sent via email by using the Paper Invoice Search in the Billing Panel of the homepage. Click the button to access the search page.

When invoices are rejected by your client through Paper Processing, an email notification is sent to the Accounts Payable contact and the user that submitted the invoice.

Invoices that do not meet minimum requirements are sent back to the law firm. An email is then sent to the original sender of the invoice as well as individuals in the Accounts Receivable role within the law firm office. The rejection message will contain information on the action needed to correct the issue(s) preventing submission.

When you email an invoice to CounselLink Paper Processing, an automated email response is generated that includes a unique confirmation number. Enter this confirmation number in the search box and click Search.

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CounselLink Answer Center for Law Firms