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Invoices

Posting Proforma Invoices

If your company system administrator has specified that proforma invoices are required for your office or region and taken the necessary step to enable the feature, you must submit proforma invoices. The company must approve the proforma invoices before you can submit a tax invoice.

Overview

You can submit proforma invoices from the billing menu, or directly from a matter. Once a proforma invoice has been submitted by a law firm, the proforma must be approved by the company before a tax invoice can be submitted.
Proforma invoices can be submitted in any of the following formats:
  • LEDES manual upload
  • LEDES generator
  • File Upload, depending on whether the company configuration permits non-LEDES invoices
LEDES proforma invoices are associated with specific tax invoices (one-to-one relationship). Proforma invoices submitted using file upload permit a one-to-many relationship with tax invoices.
Client Invoice Actions
You will receive an email notification of the client's action.
  • Approved Invoices:
     You can submit a tax invoice only after the proforma invoice has been approved by the company.
  • Reduced Invoices:
     If your firm disputes the reduction, you should contact the client and have the client undo the reduction and re-approve the invoice, or post a new Proforma invoice. Once a reduced Proforma is approved by the company, you can submit a tax invoice for the reduced amount.
  • Rejected Invoices:
     Rejection of a proforma invoice puts the proforma invoice into a terminal state. You can review the comments that accompany the rejection, but you cannot resubmit the proforma. Instead, you must submit a new proforma invoice.
  • Disputed Invoices:
     If the client disputes the invoices, you will receive and email notification. You can view the company user’s comments for dispute. You can resubmit a proforma invoice.

Post a Proforma Invoice or Tax Invoice from the Billing Menu

You can use the
View proforma invoices
 and
Post proforma invoices
 tabs to show more information about the proforma invoices that have been submitted by your firm. The procedures to post a proforma invoice and to submit a tax invoice after the proforma invoice has been approved are similar. The difference is that if you posting an approved tax invoice, you must submit the proforma invoice acceptance number so that Tracker can match the tax invoice to the proforma invoice to validate that it was approved.
Once a proforma invoice has been fully approved, you can use this procedure to submit a tax invoice to the matter. The procedure to submit a tax invoice after the proforma invoice has been approved is similar to posting other invoices.
  1. Select
    Billing
    in the left navigation.
  2. Select
    Post proforma invoice
     on the toolbar.
  3. Locate the relevant matter and select
    Post proforma invoice
    .
  4. Complete the fields on the new invoice page then attach the invoice. Fields with an asterisk are required.
  5. If this is a tax invoice that has been approved after being submitted first as a proforma invoice, enter the acceptance number in the
    Proforma invoice acceptance number
     field.
  6. If you have a receipt or other supporting file that you want to attach to the invoice, scroll down to the Attachments section. Click
    Browse
     next to
    Supporting Documents
    , then locate and select the file to attach. The maximum file size you can upload is 50 MB.
  7. Click
    Post & close
     in the toolbar.

Post a Proforma Invoice or Tax Invoice from a Matter

When you open a matter that requires proforma invoices, the
Proforma invoices
tab becomes available. Using this method to post a tax invoice automatically creates the relationship between the approved proforma invoice and the tax invoice. The
Proforma invoice acceptance number
 field is pre-populated in a read-only format.
  1. Select
    Matters
    , then
    Matter list
     in the left navigation.
  2. Locate the relevant matter in the list.
  3. Select the
    Proforma invoices
    tab to display any existing proforma invoices for the matter.
  4. In the list next to the matter, select
    Post invoice
    .
  5. Complete the fields on the new invoice page, then attach the invoice. Fields marked with an asterisk are required.
  6. Click
    Post & close
     in the toolbar.

This article applies to:

  • Product: Legal Tracker
  • Subject: Invoices, Proforma
  • Audiences: Firm