Invoices in Neos now have an updated template that better aligns with industry-standard billing practices. A new Staff Hours Summary option is available for downloading invoices using Word or PDF that contain a billable time entry. Invoices can be downloaded as a PDF, Word, LEDES 98B, or LSS-SW10 format.
NOTE: You must have at least Enabled permissions to the Value Tab and Invoice Tab. The LEDES 98B and LSS-SW10 options are only available when LEDES Billing is enabled in Firm Preferences.
To download invoices:
On the Value Tab of a Case, select the Invoices tab.
Invoices can be downloaded from the kebab menu in the list view.
You can also download an invoice from the detail view of an invoice.
NOTE: The Download option is available on all invoice statuses.
On the Download Invoice window, select the desired Format (LEDES 98B, LSS-SW10, PDF, or Word). Click the checkbox if you wish to display all Descriptions in Caps.
When PDF or Word is selected for an invoice containing billable Time entries, a new checkbox for Staff Hours Summary will display. This option provides an overview of the number of hours for which a particular staff billed.
Five additional options have been added for PDF and Word formats.
Include Alt Case #1 – When selected, data from the Alt Case #1 label for that Case Type > Case Tab is added.
Include Alt Case #2 – When selected, data from the Alt Case #2 label for that Case Type > Case Tab is added.
Include Date of Incident – When selected, data from the Date of Incident label for that Case Type > Case Tab is added.
Include Docket # – When selected, data from the Docket field within the Court Information section on the Case Tab is added to the Case Claim # title.
Remove Rate Column – When selected, the Rate column is removed from the Costs and Fees tables, allowing the Description column (for each Value item) to be expanded.
These selected items will be displayed in the top left corner of the invoice below the Issue Date field.
Word Invoice
When the Word option is selected, the invoice will be downloaded and displayed at the top of your browser window in the Downloads popup. The invoice will be named "Invoice - <Invoice Number>.docx".
Click to open the file or show it in your Downloads folder. The INVOICE will display with your firm's logo from Firm Preferences. If the All Caps Descriptions checkbox was selected, the Description of items within the invoice will display in all caps. Content is pulled from the Memo field on the Value item detail view. Word invoices will display the corresponding status as a watermark (e.g., Draft, Paid). When editing is enabled, changes can be made accordingly.
Invoices are sorted by End Date of Service from earliest to latest, then alphabetically by Staff, then alphabetically by Description if Date and Staff are the same. The Date column is now left-aligned.
The Staff column is now left-aligned, to the right of the Date column. The Staff column will populate the Staff Code of the Staff on the Time entry.
NOTE: Invoices that contain Cost entries (e.g., Case Expenses, Damages, Liens, Subrogations, and Travel), the Staff Code that created the entry will NOT display.
The Description column is left-aligned and contains content from the Memo field of the corresponding Value item.
The Rate, Qty/Hrs (formally "Quantity/Hours"), and Amount columns are right-aligned. The Qty/Hrs shows the time entry's billable time in decimal format (up to 2 decimal places). The Amount field is now accurately calculated by the Rate x Qty/Hrs.
The Amount Due (formally "Total Balance") is now centered at the bottom of the invoice.
When the LEDES Description in Firm Preferences is set to "LEDES Description", the data from the LEDES Description field of the Cost type Value entry will display in the exported Word invoice.
When the Staff Hours Summary checkbox is selected, the following section will display on the invoice, below the Adjustments line. The Staff Hours table is sorted alphabetically by Staff Code, showing columns for Staff, Rate, Qty/Hrs, and Amount. The Staff field is left-aligned with the remaining columns right-aligned. The Qty/Hrs shows the time entry's billable time in decimal format (up to 2 decimal places).
PDF Invoice
When the PDF option is selected, the invoice will be downloaded and displayed at the top of your browser window in the Downloads popup. The invoice will be named "Invoice - <Invoice Number>.pdf".
Click to open the file or show it in your Downloads folder. The Invoice will display with your firm's logo from Firm Preferences. If the All Caps Descriptions checkbox was selected, the Description of items within the invoice will display in all caps. Content is pulled from the Memo field on the Value item detail view. PDF invoices will display the corresponding status as a watermark (e.g., Draft, Paid).
Invoices are sorted by End Date of Service from earliest to latest, then alphabetically by Staff, then alphabetically by Description if Date and Staff are the same. The Date column is now left-aligned.
The Staff column is now left-aligned, to the right of the Date column. The Staff column will populate the Staff Code of the Staff on the Time entry.
NOTE: Invoices that contain Cost entries (e.g., Case Expenses, Damages, Liens, Subrogations, and Travel), the Staff Code that created the entry will NOT display.
The Description column is left-aligned and contains content from the Memo field of the corresponding Value item.
The Rate, Qty/Hrs (formally "Quantity/Hours"), and Amount columns are right-aligned. The Qty/Hrs shows the time entry's billable time in decimal format (up to 2 decimal places). The Amount field is now accurately calculated by the Rate x Qty/Hrs.
NOTE: Invoices that are NOT associated with a time record will display the amount divided by the rate (=1.00) for those entries in the Qty/Hrs column.
The Amount Due (formally "Total Balance") is now centered at the bottom of the invoice.
When the LEDES Description in Firm Preferences is set to "LEDES Description", the data from the LEDES Description field of the Cost type Value entry will display in the exported PDF invoice.
LEDES 98B Invoice
LEDES (Legal Electronic Data Exchange Standards) 98B is an ASCII pipe delimited format that contains 24 fields and is the most widely used ebilling standard in the legal industry.
When the LEDES 98B format is selected, the following field options will be available. [screenshot]
Billing Period Start and Billing Period End – These required fields allow you to customize your billing period. Billing Period Start will default to the first month of the earliest selected record. Billing Period End will default to the end of the month of the latest selected record. Billing Period Start will map to Billing_Period_Start in the exported LEDES 98B file. Billing Period End will map to Billing_Period_End in the exported LEDES 98B file. Invoices that fall within the start and end date will be exported. NOTE: If the billing period is shortened (e.g., Start is moved to a more recent date or End is moved to a date further in the past) a warning message will display the first time the date is changed within while the Download Invoice window is open. The shortened date range may result in fewer line items. Click OK to continue.
Replace Client Matter ID with Matter ID – When the checkbox is selected, the LEDES Matter ID setting from Firm Preferences > Time & Billing will be mapped to both the Client_Matter_ID section in the downloaded LEDES 98B invoice.
Replace Client ID with Matter ID – When the checkbox is selected, the LEDES Matter ID setting from Firm Preferences > Time & Billing will be mapped to both the Client_ID section in the downloaded LEDES 98B invoice.
All Caps Descriptions – When the checkbox is selected, the Description of items within the invoice will display in all caps. Content is pulled from the Memo field on the Value item detail view.
Consolidated Invoices – If toggled on, all selected invoices will be combined into a single LEDES 98B file. This slider is only available when two or more invoices are selected to download.
The invoice will be displayed at the top of your browser window in the Downloads popup. Click to open the file or show it in your Downloads folder. The invoice will be named "Invoice - <Invoice Number>.txt".
If an error has occurred with the Value item, associated errors will be displayed in the text file. For example, "LineItemUnitCost is required if not an Invoice Level Adjustment" means that if the Value item is a Fee, the hourly rate may be missing. If the Value item is an Expense, the cost per unit may be missing.
NOTE: LEDES Invoices are most often used with Time Value entries, which would be linked to the user's Rate. If the LINE_ITEM_NUMBER_OF_UNITS and LINE_ITEM_UNIT_COST are blank, the exported invoice will show all line items. For example, if the Time Spent is missing, the Time Value entry will still display in the export.
Click to open the file or click the arrow to show in your Downloads folder. The LEDES Invoice will be in a TXT file.
The LINE_ITEM_NUMBER_OF_UNITS accurately represents the billable time in decimal format and the LINE_ITEM_DATE shows the Service End Date.
NOTE: While edits can be made, LEDES invoices must remain in the current format in order to be LEDES compliant.
LSS-SW10 Invoice
LSS-SW10 is a file format that is required when sending invoice data to a specific provider, such as USAA. This auto-generated .txt format will save time and reduce manual errors. LEDES Billing must be enabled in Firm Preferences > Time & Billing Tab to use this format.
Claim # – When the LSS-SW10 Format is selected, use the dropdown to choose the associated claim entry. Claim # is not a required field. Available options are derived from the Insurance Tab for the Case using Claim #, Insurer, and Adjuster fields. Insurance entries without a Claim # will not be present, however, entries without an Adjuster will be available.
LSS-SW10 contains the following fields. If any fields in Neos are blank, "N/A" will be populated.
NOTE: If the [INVOICE FEES], [INVOICE EXPENSES], or [INVOICE TOTAL] are blank, the exported invoice will show all line items, displaying 0.00 for these missing fields.
[Header] – Displays "Header"
1 – [DIVISION NAME] (Division Name from Firm Preferences > Time & Billing Tab)
2 – [DIVISION OFFICE] (Division Office from Firm Preferences > Time & Billing Tab)
3 – [NAME] (Firm Name from Firm Preferences > Firm Address Tab) - [LEDES Firm ID]
4 – [City] (Firm City from Firm Preferences > Firm Address Tab)
5 – [MATTER NAME] (Case Name from Case Tab) [(claim #)] (appended when selected)
6 – [CLAIM NUMBER] (defaults to the claim number of the first Insurance record)
7 – [INVOICE DATE] (Issue Date from Invoice)
8 – [LAW FIRM INVOICE NUMBER] (Invoice Number from Invoice)
9 –[CLAIM REP] N/A (Not required for Neos)
10 – [INVOICE FEES] (Total amount due of the Fee Value records in the invoice)
11– [INVOICE EXPENSES] (Total amount due of the Cost Value records in the invoice)
12 – [INVOICE TOTAL] 1127.50 (Total amount due across Fees and Costs)
13 – [INVOICE SEQUENCE] N/A (not required for Neos)
14 – [MATTER ID] (LEDES Matter ID selection from Firm Preferences > Time & Billing Tab)
16-26 – N/A (Not required for Neos; "N/A" displays for each entry)
[FEES]
Service End Date | Staff Code | rate | billable time | "[LCODE - Task Code][ACODE - Activity Code] memo"
NOTE: Billable time is displayed in hours.
[EXPENSES]
Service End Date | UTBMS Code | QTY (always 1.00) | Due Amount | "[UTBMS Expense Code] [UTBMS Description] LEDES Description OR Value Entry Memo depending on firm preference"
NOTE: LEDES Description can be used as a filter within Advanced Search Value reports.