Creating a File

In Legal Accounting, files (or matters) are used to streamline your case and project management. They provide a comprehensive, centralized area for tracking all aspects of a case. 

To add a file:

1. In Legal Accounting, navigate to Contacts in the main menu and select the New File tab.
   
2. Click the Contact field and choose the contact you want to associate with the file. Once you select the contact, the system generates a File number and adds it to this field. This number can be changed, but must be unique. 
   NOTE:  If the firm's file numbering is set by contact, you must select the contact first before the file number is populated. Please consult with your admin.
3. Fill in the rest of the main file details: 
   • Open Date: This should automatically display today's date. (This field can be changed.)
   • Area of Practice: Select the Area of Practice of the file.
   • Default Task (Optional): Enter a default task code when creating fee or time entries. By default, it will be set to bw (billable work).
   • Responsible: Enter the name of the lawyer in charge of the file.
   • Rate Group: Choose the default billing rate.
   • Description: Enter a clear description of the file for invoices and reports.

     
     Fields with a red line are required.
     

     
     
4. Expand the File Staff section and complete the information to manage lawyers working on the file. You can set roles (such as 'Assigned' or 'Lead') and how fees are shared. 
   NOTE:  By default, the system credits fees to the lawyer who worked on the file. This is why the 'Fee Allocation % for GL' field is typically left blank. If you need to allocate fees to specific lawyers, you can enter a percentage in the 'Fee Allocation % for GL' field. This will override the default allocation and direct the fees as specified.
5. Expand the Billing Settings section to set default File, Billing and Rate groups for the file to overwrite both the system settings and contact defaults. This section can also determine if any hold status is required on the file. 
   • If there is no hold, New Entries Allowed should be the default option.
   • If a file needs to be placed on hold manually, select On Hold.
   • If the minimum retainer thresholds have been set, the system will automatically place the file on hold until those thresholds have been met.
     
     Billing Group Overrides (Billing, Fee, Expense and Retainer Arrangements) are also managed here, and will be greyed out by default.
     NOTE:  If permitted by the system, you can override any of the Billing Groups Arrangements. This only applies if the billing group overrides are set to Set in individual files on each section. This is found under Admin settings. 
6. Expand the Split/Advanced Billing section if you need to set allocation % on contacts for split billing, to add additional contacts to notify (CC) for emailing invoices and statements for the file, and to set the Contact for Billing Address.
   NOTE:  Setting up a Contact for Billing Address replaces the file's primary contact information on the invoice with this contact, allowing you to have a different name and address on the bill than the primary contact.
7. Expand the Electronic Billing section if required, see Creating an Electronic Bill.
8. click Next/Save and proceed with creation of the file. You will be able to view and edit this file under File Manager.
   

Related Articles

• Managing Files