Using the Litify Billing Application

The Litify Billing application allows you to create and manage bills. It's from this application that you can view time and cost cards related to matters, collect those cards into pre-bills, and finalize those pre-bills into completed bills. 

This article will explain the various sections of the Litify Billing application and how to use them. 

While this article covers the main sections of the Billing application, it only touches on generating invoices and LEDES files briefly. For a more in-depth look into those features, please see our dedicated article.

Table of Contents

Navigating the Billing Application

Access the Billing application via the App Launcher.

Screen_Shot_2021-11-23_at_10.12.33_AM.png

The Billing application is broken up into three distinct sections: WIP (or Work-In-Progress), Pre-Bill, and Bills. Below is a brief description of each section:

  • WIP: Time and cost entries that are yet to be billed.  
  • Pre-Bills: Draft invoices, a collection of time and cost cards pulled together prior to billing. 
    • This is where a biller can perform write-downs and edit narratives prior to billing. 
  • Bills: Bills that have been completed and set to the Billed status.
    • Once Billed, neither the bill or the associated time and costs entries can be modified by anyone but an admin.

The following portions of this article will review each of these sections in more detail.

WIP General Navigation

The Work-In-Progress (or WIP) section of the Billing application is for working on non-billed time entries and costs, and assembling those items onto pre-bills.

Screen_Shot_2022-05-08_at_5.10.10_PM.png

To begin using the WIP tab, you will need to select which matter you are trying to bill for. The matter list here only shows matters which have outstanding WIP that has not been billed. This page also contains the Generate Mass Pre-Bill feature, which is covered in depth in its dedicated article. 

The selector at the top-left of the page will allow you to toggle between two views:

  • My Matters with WIP: Based on your assignment as a biller on a matter.
  • All Matters with WIP: All matters with un-billed time or costs.
    • This view is only available to those with the Billing Admin permission set.

Clicking on a matter name will open it so that you can view totals, line items, billing preferences, and rates relating to that matter. Billers can also use the search box provided to locate a specific matter that they’d like to view. 

Annotation_on_2021-11-30_at_09-24-33.png

WIP Matter View and Actions

Selecting a matter for billing will open the WIP Matter View. This view contains tabs for viewing Line Items, Billing Preferences, and Rates related to the matter. You can use these tabs to view and edit information relating to the matter as you prepare to collect time entries and costs as pre-bills. 

Line Items

The purpose of the Line Items tab is to provide a view where billers can take items and place them onto pre-bills. This tab displays time and cost information pertaining to the selected matter that are not yet on a pre-bill. If you'd like to display items that have already been added to a pre-bill, adjust the toggle under the totals header to the "on" position.

Annotation_on_2021-11-30_at_07-19-04.png

Filter the list of entries using the Search this list… box and Advanced Search (funnel icon) menu to find the exact items you're looking to add to a pre-bill. This can be particularly helpful for busy firms who may have many time entries and cost to sort through.

Annotation_on_2021-11-30_at_07-25-05.png

Select entries to add them to an existing pre-bill—by clicking Add to Pre-Bill, or group entries together to create a new pre-bill—by clicking Create Pre-Bill. Keep track of which items you've selected using the header above the Time and Costs tabs (highlighted in the image below). You can also click the "Items Selected" header to filter the list of displayed items to just those you've selected.

Annotation_on_2021-11-30_at_07-33-10.png

Performing either of the Add to Pre-Bill or Create Pre-Bill actions will remove the entry from this (WIP) list and move it to the next major section of the Billing application—Pre-Bills. 

Screen_Shot_2021-11-23_at_10.18.04_AM.png

Billing Preferences and Rates

When viewing a matter in the Billing app, the matter's billing preference and rate information is always available for quick reference while you are working through your WIP and billing items.

Screen_Shot_2021-11-30_at_9.43.47_AM.png

Pre-Bills Navigation and Actions

Once you’re satisfied with a group of WIP entries you can collect and prepare them to be reviewed as a Pre-Bill. Pre-Bills are draft invoices, and consist of a collection of time and cost cards pulled together prior to billing. It is here that you can double-check that everything within the invoice looks correct before it is approved.

Use the All, Draft, and Ready for Approval buttons to quickly sort the list of displayed pre-bills by their status. Pre-bills begin with the Draft status until they are marked as Ready for Approval, and afterwards Approved. This multi-step approval process can be particularly helpful when you have multiple parties confirming the accuracy of a pre-bill before it is approved. 

Annotation_on_2021-11-23_at_10-30-05.png

Clicking on the name of a pre-bill will drill down one level deeper into so that you can view detailed information about the pre-bill, and confirm that everything is correct. (Remember that you can click the Back to Pre-Bills button at any time to return to the previous page.)

Annotation_on_2021-11-23_at_12-51-54.png

Once you’ve confirmed that everything looks correct, and after the pre-bill has been initially reviewed and marked Ready for Approval, click the Approve button at the top of the page. This will launch the Approve Bill modal where you can assign the bill an invoice number and perform a final check of the high-level information associated with the bill (like totals).

The Approval Bill window includes the following totals: billed, markdown, discount, non-billable, fees, hard costs, and soft cost. It also imports the invoice date, client matter ID (if applicable, generated from the Matter Billing Preferences), and billing period start and end dates. 

Click the Approve button once more from the Approve Bill modal to approve the pre-bill, sending it to the Bills page.

You’ll also notice there is a dedicated button for generating an invoice based on the pre-bill. For more information on this process, please see our dedicated article.

Bills Navigation and Actions

The Bill tab is for bills that have gone through approval, have been billed to the client, and are therefore no longer editable by anyone but a Billing Admin. Similar to the Pre-Bills section, you will notice a block of navigation tools near the top-left of this page that allow you to filter the list of visible bills. 

Annotation_on_2021-11-23_at_12-55-56.png

Clicking on an invoice allows us to view detailed information about it. Use the Payment Status filters (All, Open Balance, and Paid) to refine the list of invoices displayed on this screen. This allows billers to quickly see which bills remain to be paid—marked as Open Balance, versus those that have been completed and whose funds have been paid to your organization—marked as Paid.

This is also where you can generate an invoice document or LEDES file, by clicking the associated button. Invoice generation is carried out via the Docrio Document Generation application. For more information on that, please refer to our dedicated article. 

Annotation_on_2021-11-23_at_12-56-51.png

Reverting Pre-Bill & Bill Statuses

If a Pre-Bill or Bill needs further consideration, users can use the Revert Pre-Bill action to downgrade the Pre-Bill or Bill status. Reverting Bills changes them to the Pre-Bill status of “Ready for Approval”. Pre-Bills in “Ready for Approval” status become drafts when reverted. 

Access the Revert Pre-Bill action from the dropdown action menu or via the bulk action row by activating the Pre-Bills or Bills selection checkbox.

Remove Line Items 

The Remove action allows for the quick removal of time entries or cost from their Pre-Bill or Bill association. The action is available in single, bulk, or remove all. The action exists within the Line Item tab of a Pre-Bill or Bill. 

Only Billing Admins may perform this action on Billed Bills, whereas Billing Users and Admins can do this on a pre-bill at any time. 

Screen_Shot_2022-04-29_at_10.27.10_AM.png

Single Remove 

  1. Click on the Pre-Bill name from the list.
  2. Click the Line Items tab.
  3. Click the down arrow on the right side of the line item.
  4. Click Remove.  

Bulk Remove

  1. Click on the Pre-Bill name from the list.
  2. Click the Line Items tab.
  3. Select some time entries or cost via the selection checkboxes. 
  4. Click Remove from the bulk action row.

Remove All 

  1. Click on the Pre-Bill name from the list.
  2. Click the Line Items tab.
  3. Click Remove All.

Removing a line item from a Pre-Bill returns it to the WIP state and tab. Users can now attach it to another Pre-Bill or wait until the next billing period. 

 

Transfer Line Items

In order to quickly correct mistakes, or move line items to another prebill, the transfer action is available on WIP and pre-bills. 

WIP line items can only transfer to other Matters. Pre-Bills can transfer to other Pre-Bills or another Matter’s WIP tab.

Screen_Shot_2022-05-08_at_5.25.03_PM.png

Single Transfer

  1. Click the down arrow on the right side of the line item.
  2. Select the transfer destination.
  3. Click Transfer.

Bulk Transfer

  1. Select line items via the selection checkboxes. 
  2. Click Transfer in the bulk action row.
  3. Select the transfer destination.
  4. Click Transfer

Clone Line Items

In order to quickly duplicate a set of time entries or costs, the clone action is available to perform this action one by one or in bulk. Doing so will create exact replicas of the selected items. 

Single Clone

  1. Click the down arrow on the right side of the line item.
  2. Click Clone.

Bulk Clone

  1. Select line items via the selection checkboxes.
  2. Click Clone in the bulk action row.

Related Articles

 

Was this article helpful?
0 out of 0 found this helpful