Knowledge BaseGeneral Practice ManagementContacts and MattersMatter Settings

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Matter Settings

The Settings section provides the opportunity to specify a greater level of detail relative to the following:

  • Matter Info
  • Project Management
  • Billing
  • Invoicing
  • Split Billing
  • Accounting
  • eBilling
  • Fee Allocation
  • Tax
  • Ethical Wall
  • Client Portal
  • Budget

Access Settings

To access a matter’s settings:

  1. From the left navigation panel, click Matters.
  2. From the Matters screen, double-click a matter and scroll down to the matter’s details.
  3. From the tabs in the details area, click Settings. This will open the Matter’s Settings area with tabs atop the screen.
  4. You can make changes to each section by clicking on the specific tab.

Matter Info

The Matter Info or Matter Definition section contains the general information that you entered when adding the matter. If you wish to make changes, you can do so here and then click Save. In addition to changing the general information, you can set the Statute of Limitations, add Custom Labels and make the matter active or inactive, and if you have enabled trust hold at firm level, you can configure Trust Hold Settings for the matter here. From the options, select the one that you wish to apply for this matter.

    • Use firm level: This will use the firm level default for this matter.
    • Turn off Trust Hold for this matter: If you have enabled Trust Hold at firm level, selecting this option will turn off trust hold only for this matter.
    • Customize matter level settings:
      • If you wish to place a hold on all trust transactions for this matter for a certain number of days, in the No. of days until hold release entry field, enter the number.
        Note: You can place a hold on trust transactions for a maximum of 365 days.
      • If you wish to place a hold on a specific transaction method for this matter, check the box beside Set default hold days per transaction method.
        Note: If you wish to place a hold on only one transaction method, make sure that you enter 0 in the No. of days until hold release. 
      • Select the transaction method on which you wish to place a hold and enter the number of days you wish to hold the transaction.

Billing

The Billing section offers these options:

Min Timer Unit
  • You can use your firm’s default min timer unit or use this field to override the min timer unit for this matter here.
Apply Rate
  • Determines whether the matter rate is based on the Timekeeper’s billable rate or a flat amount.
Rate Level
  • For hourly matters, you can choose one of eight pre-set Timekeeper rate levels, or set a unique rate using the Localized Billing Rate field documented below.
Overhead Charges
  • Charge your clients a percentage fee to cover additional business charges generated during administration of the matter.
  • You can bill the client a set percentage of time cards, expense cards, or both when you generate an invoice.
Sub-Account
  • Document a sub-account number only if the bank providing your trust account assigned one to the matter.
  • You can display the sub-account number on the matter’s printed checks.
PO #
  • Record the purchase order number, if applicable.
Billing Frequency
  • You can use your firm’s default billing frequency or choose a different frequency from the drop-down based on the requirement of the client.
Localized Billing Rate
Minimum Retainer Balance Required
  • Set an evergreen retainer for your client.
  • You can run an Insufficient Retainer Balance Report to determine which clients are not meeting the requirement.
  • Send bulk email notifications for replenishment, or add the required replenishment amount to their upcoming invoice.
Calculate & Apply Finance Charges
  • Calculate finance charges based on overdue balances when you generate an invoice.
  • You can establish firm-settings or matter-specific settings for the Annual Interest Rate, Finance Charge Type (Simple or Compound Interest), Grace Period and Threshold Finance Charge.
Pre-Bill Notes
  • You can enter any notes related to the matter here. These will appear in the Pre-Bill Report.

After completing the fields, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

Invoicing

The Invoicing section allows you to customize the invoice for this matter and add mailing and email addresses. Click here to learn more about assigning a matter billing contact.

Enable Automatic Payments
  • Use this option if you wish to allow the system auto apply payments during the invoice addition or approval process. This option will be available if you have enabled trust auto apply under Setup > Firm Settings > Invoice Settings.
Customize invoice formats just for this matter
  • Use this option to choose an invoice format different from the global format by selecting from the drop-down list.
Customize Invoice subject line for this matter
  • You can select this option to override the default subject line provided under Invoice settings. You can enter up to 250 characters.
Invoice Mailing Address
  • You can choose to use Client’s Information or Another Contact’s Information as the Primary address to print on an invoice.
Select Email Recipients for Invoices
  • Invoices for this matter will be sent to the listed email addresses. You can check the box beside Client Email Address, Invoice Mailing Address Contact and  Additional Client Parties who must receive an emailed invoice. You can add an unlimited number of Additional Recipients by checking the box, filling in the email address and clicking the Add button.
Select Primary Recipients for Text Invoices
  • The phone numbers selected will be sent a link to payable invoices and reminders using SMS text messaging.
  • You cannot use phone numbers that have opted out of receiving SMS text messages.

After completing the fields, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

Accounting

Select default accounts to track income and trust transactions on your General Ledger reporting.

Default Legal Fee Income Chart of Account
  • Choose an account only if you need to overwrite your firm’s choices.
  • Useful for separating legal fee income by area of practice.
  • You can customize your fee income ledgers.
Default Trust Transaction Chart of Account
  • Options include 2300 Client Trust Funds and 2310 Client General Retainer and their sub-accounts.
  • Choose an account only if you need to overwrite your bank’s default choices.
Class
Negative Balance Allowed

After completing the fields, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

eBilling

Clients such as large insurance companies require eBilling formats using UTBMS billing codes from their lawyers. If you did not enable eBilling while adding the matter, you can do so here.

The application supports LEDES1998B, LEDES 98BI, LEDES 2000, LEDES 2.0 and Litigation Advisor eBilling formats.

After completing the fields, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

Fee Allocation

Use the Fee Allocation feature to record Timekeeper allocations, where a person receives a portion of their matter’s collected fees, and a Matter Parties allocation, where a person receives a portion of all of collected matter fees. After completing the fields, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

Tax

Determine whether a matter’s fees and expenses are taxable. There is a firm-level setting under setup which designates the default. US firms will default as non-taxable and Canadian firms as taxable.

For taxable matters, you can specify a rate other than the firm default.

Tax Status
  • Assign a taxable or non-taxable matter tax status.
Localized Tax Rate

After completing the fields, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

Ethical Wall

To protect your client from a conflict of interest, you can restrict one or more users within your organization from participating in any matter involving that client. By default, Set Ethical Wall for this Matter is set to Everyone.

  1. To restrict certain users from access to this matter, click the radio button beside Custom.
  2. From the list of Allowed users, click on the users you want to restrict.
  3. Click on the > arrow to move the user to the Restricted list.
  4. Once you have completed your selection, click Save. If you do not save before leaving the page, you will get a message prompt You have unsaved changes. Are you sure you want to leave?

Client Portal

To allow a firm user Client Portal access:

  1. To enable the Client Portal screen, slide the toggle button On.
  2. In the Client Portal Parties section under Allowed Users select the users you wish to allow from the drop-down.
  3. Check or uncheck the permissions as desired.
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