Each Invoice Overview page contains tabs at the bottom of the page. These tabs provide access to additional information on the invoice, including charges, documents, discounts, and payments made. You can also perform certain actions on the page, such as deleting or printing it for your records.
This article covers the following:
- Main Details on the Invoice Overview
- Generating an Invoice Overview Report
- Exporting Charges from an Invoice Overview
- Printing the Invoice Overview
- Deleting an Invoice
- All Tab
- Summary Tab
- Charges Tab
- Documents Tab
- Payments Tab
- Comments Tab
- History Tab
Main Details on the Invoice Overview
The Invoice Overview page is divided into the main information area at the top and individual tabs at the bottom.
Viewing the Top Section of Overview
The main details area displays high-level information about the invoice, including invoice number, invoice details and status, the invoice's corresponding matters, the amount summary, and several other useful details. It also shows the invoice's assigned client contacts.
Using Actions
You can also take the following actions from the overview page. Read on in this article to learn more.
| Action | Details |
|---|---|
| Edit | If an invoice has not yet been submitted to the client or if it has been rejected, you can perform edits. |
| Billing Guidelines | Click this to view and print your client's billing guidelines. |
| Report | You can print a report containing the invoice's data. |
| Export | Download an .xls file of the invoice charges. |
| You can print a hard copy version of the invoice. | |
| Delete | Remove the invoice if it has been rejected. |
Viewing Invoice Details
This section shows the corresponding fee offer, submission date, submitter, invoice type, invoice currency, and invoice text file if it was imported. Click the fee offer link to view the fee and rate list, or click the invoice text file to download a copy of it.
Viewing Invoice Status
This section shows information related to the status of the invoice, including its current state, the reviewer's name if it has been sent to the client, and more. Depending on their status and how they are set up, not all invoices will use all of the displayed information. If the invoice has a prompt pay discount, the status area will show when it expires.
Viewing Matter Details
This section shows the matter associated with the invoice, including matter and invoice contacts. It also shows the matter spend information or budget details. Hover over the budget bar to display the exact dollar amount that has been billed against the matter.
Viewing Amount Summary
This section shows an overview of the invoice's summary information, including how much has been approved and what is left to pay. It also shows the total invoice adjustments made to it. The information in this area is identical to that found on the Summary tab.
Viewing Related Invoices, Discount, and Additional Information
This area contains sections collapsed by default. You can view the area's contents by clicking any displayed heading to expand it.
- Related Invoices: This shows other submitted invoices on the same matter.
- Discount/Premium Information: This shows discounts or premium information offered on the invoice to entice quicker payment.
- Additional Information: This shows any additional information about the invoice.
Generating an Invoice Overview Report
From the Invoice Overview page, you can generate and download a PDF with data from that particular invoice. The report contains information on the page, including all details in the main area and Invoice Summary, Discount/Premium information, Timekeeper Summary, and Charges Summary.
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Click the graph icon in the upper right-hand corner of the Invoice Overview page.
The Invoice Overview Report window displays
- Click the Print icon in the upper right-hand corner of the window to print or download a copy of the report.
Exporting Charges from an Invoice Overview
From the Invoice Overview page, you can download an .xls document of the charges contained within that particular invoice.
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Click the download icon in the upper right-hand corner of the Invoice Overview page.
An .xls file of the charges is downloaded.
- Open the .xls file from your downloads folder.
An Excel file displays the list of charges and adjustments from the Charges tab on your Invoice Overview page.
Printing the Invoice Overview
You can print a hard copy of the invoice information on the Invoice Overview page. This version contains less formatting than the Invoice Overview Report, which makes it more friendly for print.
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Click the Print icon in the upper right-hand corner of the Invoice Overview page.
The Printable Invoice Overview window displays.
- Click the Print icon in the upper right-hand corner of the window to print or download a copy of the report.
Deleting an Invoice
You can delete an invoice from the Invoice Overview page. You may need to delete an invoice if it has been rejected by the client.
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Click the trash can icon in the upper right-hand corner of the Invoice Overview page.
The Delete Invoice window displays.
- Click Yes, Delete. The invoice has been deleted from the system.
All Tab
The All tab on the Invoice Overview page contains collapsible sections of all the tabs available on the page. It also includes some additional information about the invoice.
Click the arrow on the right-hand side of the page to expand a section or collapse it.
| Section | Description |
|---|---|
| Summary | The Summary tab shows a high-level break down of all fees and expenses billed, adjustments made, prompt pay discounts, and net to pay. It also includes collapsible sections of various other information associated with the invoice. |
| Charges | This tab contains information on the invoice charges you've submitted, including any adjustments or notes made during the review process. |
| Issues |
This section displays a list of any issues logged upon invoice submission. You can view the rule information, adjustment description, issue type, and the specific adjustment amount. Click the number in the Issues column to go to the adjustment on the Charges tab. |
| Matter Billing Performance |
This section displays information on the matter to which the invoice is billed against. |
| Budgets |
If the Matter to which the invoice is associated uses budgets and you have permission to view them, you can find information about it in this section. You can click on the budget title or period to access that information on the Budget Overview page. You can also view the high-level details regarding the current budget spend. |
| Documents | This tab contains documents that are attached to your invoice. |
| Payments | The Payments tab displays any invoice payments that have been received by the law firm, if the client enters it. |
| Comments | The Comments tab on the Invoice Overview page allows you to leave any comments to your client about the invoice. You can also use this feature to document a phone or email conversation with the client regarding the invoice so other users can see it. |
| History | The history tab shows a record of changes made to the invoice since its creation. |
Summary Tab
The Summary tab shows a high-level break down of all fees and expenses billed, adjustments made, prompt pay discounts, and net to pay. It also includes collapsible sections of various other information associated with the invoice.
| Section | Description |
|---|---|
| Issue Summary |
This section displays a list of any issues logged upon invoice submission. You can view the rule information, adjustment description, issue type, and the specific adjustment amount. Click the number in the Issues column to go to the adjustment on the Charges tab. |
| Budgets |
If the Matter to which the invoice is associated uses budgets and you have permission to view them, you can find information about it in this section. You can click on the budget title or period to access that information on the Budget Overview page. You can also view the high-level details regarding the current budget spend. |
| Matter Billing Performance |
This section displays information on the matter to which the invoice is billed against. |
Charges Tab
This tab contains information on the invoice charges you've submitted, including any adjustments or notes made during the review process.
If you have yet to create charges on your invoice, see this topic for more information on adding fees and expenses.
Understanding Rules and Adjustments
Billing guidelines define which charges your client will and will not pay. Your law firm agreed to these billing guidelines before matter assignment. Submitted invoices that contain charges that do not meet these guidelines may be adjusted during the review process. Any rules fired or adjustments made will be documented on a charge:
You can view the changes that an adjustment makes on the units, rate, and amount columns. Hovering over the more information icon will display the change.
Display Options
You can use the Display drop down to group charges as you'd like.
Check/uncheck any of the first four options to view/hide charges by those criteria. You can also collapse/expand all charge groups or appeal notes if any are applied.
Viewing Information on a Charge Line
| Section | Description |
|---|---|
| Bookmark |
Check the Bookmark icon ( Bookmarks are cleared when you log out of CounselLink. |
| Charge History | Click the book icon ( |
| Date | This column displays the date the charge was created. |
| Fee Offer |
Click the vertical three-dot icon ( |
| Timekeeper |
This column displays the timekeeper associated with the charge. Click the name to display a window with details about the user's profile. |
| Code | This column displays the charge code, if there is one. |
| Description | This column displays a short description of the activities or tasks performed on the charge. |
| Rate | This column displays the hourly rate for the timekeeper. |
| Amount | This column displays the total amount billed for the charge. |
Documents Tab
This tab contains documents that are attached to the matter. Here, you can view records related to the matter, such as receipts, correspondence, videos, or other pertinent information. Your clients can also add, edit, delete, download, and check in/check out documents. Additionally, they can add documents and share them with you as well.
Performing Actions on the Documents Tab
Once you've selected a document from the list, you can perform a number of different actions. See this topic for more information on performing these actions.
You must be the document owner or have the Document Administrator role to perform these actions.
| Column | Description |
|---|---|
| +Add | Click this button to add a document to the invoice. |
| Edit | Click this button to edit any details associated with the document. |
| Copy | Click this button to make a copy of your selected document. This will bring up the Document Details page. |
| Delete | Click this button to delete your selected document(s). |
| Move |
Click this button to move your selected document(s) to another folder location within the matter. Choose the folder location from the drop down and click Save. |
| Check Out | Click this button to check out a document. Use this option if you wish to make edits. Items that are checked out by a user can not be edited by another user until they are checked back in. |
| Check In | Click this button to check a document back in. |
| Download | Click this button to download a copy of the selected document(s). |
Viewing Documents in the Document Tab
Once a document is attached to the matter, you can view some general information about it in the list.
| Column | Description |
|---|---|
| Name | Displays the name of the attachment. Click the name to go to the Document Overview page. |
| Last Modified | Displays the date the last modification was made to the document. |
| Category | Displays the category of the document. |
| Owner | Displays the owner of the document. |
| Size | Displays the document size. |
| Access | Displays the access level of the document (public, private). |
Using the Document Overview Page
Clicking on the name of any document will take you to the Document Overview page.
The main details area displays the information about the document, including the owner, description, and access level. Click the three-lined dots to
The overview page also contains the following tabs:
- Comments: This tab allows you to add notes internally and externally about the document.
- Versions: This tab displays information regarding the different versions of the document.
- History: This tab displays the history of changes made to the document.
Payments Tab
The Payments tab displays any invoice payments that have been received by the law firm, if the client enters it.
Not all clients add payment information in CounselLink.
Viewing the Columns on the Invoice Overview Payments Tab
| Column | Description |
|---|---|
| Reference Number | Displays the payment reference number. |
| Payment Date | Displays the date the payment was sent. |
| Entered By | Displays the user name who initiated the payment. |
| Payment | Displays the payment amount. |
| Billed | Displays the amount you billed the client. |
| Recommended | Displays the recommended payment amount per CounselLink. |
| Status | Displays the status of the payment. |
| Delete | Click the trash can icon to delete the payment information. |
Comments Tab
The Comments tab on the Invoice Overview page allows you to leave any comments to your client about the invoice. You can also use this feature to document a phone or email conversation with the client regarding the invoice so other users can see it.
Adding a Comment to the Invoice Overview Page
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Click the Add Comment button. The Add Comment window displays.
- Enter your comment in the comment box. Use the formatting options if necessary:
- B: Bold the selected text.
- I: Italicize the selected text.
- U: Underline the selected text.
- Tx: Remove all formatting from the selected text. This is helpful if you are pasting text into the comment from another source.
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If you wish to tag a user, enter an Ampersand (@) followed by three characters to identify and tag a user. You can tag multiple users in a comment. Click the name to add them.
The tagged user will be sent an email notification with a link to the comment.
- Select an option in the Shared With field:
- Everyone - Shared with client and law firm users who have access to the invoice.
- Client Only - Shared only with client users who have access to the invoice.
- Click Save.
- Your comment is added to the Comments Tab.
Editing a Comment
- Click on the Comments tab at the bottom of the Invoice Overview page.
- Hover your cursor over the comment you wish to edit.
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Edit the message as needed.
- Reply - Click the Reply button and enter your message. The reply will appear underneath the initial message.
- Edit - Click the pencil icon in the upper right corner. Edit the message as needed.
- Delete - Click the trash can icon in the upper right corner. A confirmation window will pop up confirming the action.
- If you wish to tag a user, enter an Ampersand (@) followed by three characters to identify and tag a user. You can tag multiple users in a comment. Click the name to add them.
- Click Save.
Sorting or Filtering Comments
Once you are in the Comments tab at the bottom of the Budget Overview page:
- Click the arrow icon in the Comment column. This will rearrange the existing comments to display the most recent first.
- Click the Filter icon in the upper right hand corner of the comments section. This will allow you to display comments made Before or After a specific date.
History Tab
The history tab shows a record of changes made to the invoice since its creation.
Viewing the Columns Tab in the History Tab of the Invoice Overview Page
| Column | Value |
|---|---|
| Event Description | Short description of the change that occurred on the invoice. |
| Event Date | The date the change occurred. |
| Initiated By | Name of the user that performed the change. |
| Details | Additional details about the change event. |