Managing Contacts for Invoices and Emails

In this article:

• Print Multiple Names with Same Address on Invoices
• Use and Print a Different Billing Contact for All Files (Client Level)
• Use and Print a Different Billing Contact for a Single File (File Level)
• Email Invoices to Other People than the Contact
• Adding CC for Emailing Invoices

There are a few different ways to handle multiple contacts on an invoice in Legal Accounting, depending on what you need to do.

Print Multiple Names with Same Address on Invoices

If you need to display multiple names (e.g., a couple) on an invoice, but they all share the same address, follow these steps:

1. Go to Contacts > Contact Manager.
2. Locate the primary contact.
3. Enter all the names under Last (Name) field, separated with <br> under the General submenu.
4. Click Save.
   EXAMPLE: 
   From the Contact Manager:
   
   Result:
   NOTE:  This change will appear on all invoices for files assigned to this contact, unless a specific file has a different billing contact set.

Use and Print a Different Billing Contact for All Files (Client Level)

If you need to use a completely different name and address for all invoices and files assigned to a specific client, follow these steps:

1. Go to Contacts > Contact Manager.
2. Locate the primary contact.
3. Expand Additional Contact section under the General submenu.
4. Click Add to open the Additional Address pop-up window.
5. Set the Usage to Billing.
6. Fill in all the details.
7. Click Ok.
8. Click Save.
   EXAMPLE: 
   
   Result:
   
   NOTES:
   Setting up an Additional Address for billing usage under the Contact Manager will show on all files' invoices that the contact is assigned as primary contact unless a file is set to have a different contact for billing.
   
   You can add more than one Additional Address for billing, but only the last one on the list will show on the invoice by default. If you need all of them to show, please contact us.

Use and Print a Different Billing Contact for a Single File (File Level)

If you only need to use a different billing contact for one specific file, follow these steps:

1. Go to Contacts > File Manager.
2. Locate the file.
3. Expand Split/ Advanced Billing under the General submenu.
4. Set the file's billing contact under the Contact for Billing Address field.
   NOTES:
   The contact you want to set as the billing contact must already be saved in the system.
5. Click Save.

Email Invoices to Other People than the Contact

If emailing invoices is setup and enabled for the firm and you need to email the invoices to different people, please follow these steps:

1. Go to Contacts > Contact Manager.
2. Expand Additional Communication Methods section under the General submenu.
3. Click Add to open the Phone Number/Email pop-up window.
4. Enter the email address of the person you want to send the bills.
5. Set Type to Billing Email.
6. Click Ok.
7. Click Save. 
   NOTE:  This email address will overwrite the primary contact's email for all their files. The person's name will not appear on the invoice itself. The other person does not need to be added as a contact in the system. 

Adding CC for Emailing Invoices

• For All Files (Client Level):
  1. Go to Contacts > Contact Manager.
  2. Locate the contact.
  3. Expand Billing/File Defaults section under the General submenu.
  4. Under the Additional Contacts to Notify (CC) During Billing area, use the Lookup field to search for the contact you need to be CC'd.
  5. Click Add Contact.
  6. Click Save.
     
• For a Single File:
  1. Go to Contacts > File Manager.
  2. Locate the file.
  3. Expand Split/Advanced Billing section under the General submenu.
  4. Under the Additional Contacts to Notify (CC) During Billing area, use the Lookup field to search for the contact you need to be CC'd.
  5. Click Add Contact.
  6. Click Save.