Invoicing: Overview

Invoicing: Overview

Invoicing Cycle

This page contains an overview of how the invoicing cycle works. More detailed information may be found in additional help pages. 

An invoicing cycle is an interval of time between billing statements. Gravis Law’s invoicing cycle is monthly. All time is entered for a given month each day. On the first business day of each month, an invoice is created for each matter with uninvoiced, billable time. These might include flat fees, pro-bono, and hourly matters. How you set up your matter and track your time will affect if an invoice is created.

Tracking Time

Invoicing is completed on a monthly cycle, taking place over the first week of every month for the time tracked in CleverCase for the previous month. It is extremely important to ensure all time is entered into CleverCase by the final day of the month, otherwise the time entry will not be billed to the client. Time can be tracked a variety of ways: 

Hourly

Flat Fee

Cost

Billable

Client will see this time card entry and be charged for it based on input hourly rate.

This time selection should ONLY be used for the amount the client should be invoiced for. The client will see this.

Client will see this cost entry, will be charged for it.

Non -Billable

Client will see this time card entry, will not be charged for it. 

The client will see this, but will not be charged for it. If you do not want clients to see the time you spent on the matter, select "Do Not Invoice"

Client will see this cost entry and will not be charged for it.

Pro-Bono

Client will see this time card entry, will not be billed for it. 

Do not use

Specify in note if client should be billed for the cost

Contingency Non-Billable

Client will only see this time card entry when the entire matter is completed. Will only be billed based on agreed upon settlement rate. 

Do not use

Specify in note if client should be billed for the cost

(Checkbox) Do Not Invoice

To be used when the client should not see this entry and should not be charged.

To be used when the client should not see this entry and should not be charged.

To be used when the client should not see this entry and should not be charged.

It is up to you and your manager to ensure time is being tracked appropriately to each client matter. Each attorney will have the opportunity to modify invoices generated for the matter of which they are a primary attorney. Attorneys must approve the invoice before it is sent to a client.. 

Invoices are Generated

Invoices are generated on the first business day of each month. Because invoices are associated with the matter, a client may receive multiple invoices each month from different attorneys or for different matters. For more information on how to review invoices before they are sent to clients, visit Reviewing Time Cards.

Final Approval and Mailing Invoices

Once final approval is given to send the invoice to the client, the finance team will apply any credits or trust balance before (e)mailing the invoice for payment. Most invoices are delivered via email to the primary email address on file for your client or to the email address set under the matter billing recipient. If no email addresses is available, the clients will receive a paper copy by mail. If clients have questions about their invoices, finance will reach out to the attorney directly for guidance and for updating or approval adjusting the client invoice if required. 


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