Overview

This guide explains how to configure your firm's billing defaults in the system. These settings govern key billing behaviours such as invoice terms, unit measurements, warning thresholds, VAT/TAX rates, draft bill options, and automatic finalisation of the current date for work items and invoices.

Accessing Billing Defaults

1. Navigate to Settings → Firm Settings from the main navigation menu
2. Select Billing Defaults from the list, or use the Global Search bar to locate it quickly

Only users with the appropriate permissions can modify firm-wide billing defaults.

Configuring Automatic Work Item Finalisation

To automatically finalise work items as they are entered:

1. Locate the option: Automatically finalise work items upon entry
2. Tick the checkbox

Once enabled, all new work item entries will automatically be finalised and ready for billing.

Other Key Billing Defaults to Configure

• Invoice Terms: Enter the standard number of days clients have to pay
• Warning Thresholds: Set fee and disbursement thresholds for alerts
• VAT/TAX Rate: Enter the default percentage to be applied to invoices
• Unit Size: Define the number of minutes in each billing unit
• Multiple Draft Bills: Tick to allow more than one draft bill per matter
• Automatic Invoice Finalisation: Tick to finalise invoices automatically on the current date
• Default Invoice Un-finalisation: Tick to unfinalise invoices automatically on the current date

Make sure all thresholds, VAT/TAX rates, and unit sizes reflect firm policy and current legislation before saving.

Saving Changes

1. Review all settings carefully
2. Click Save to apply changes firm-wide

Any new work items or invoices entered after this point will follow the updated billing defaults.

Tips & Best Practices

• Review billing defaults annually or after policy changes
• Align unit sizes with internal timekeeping policies
• Ensure VAT/TAX rates are up-to-date
• Set realistic warning thresholds to catch unusual billing before posting
• Train staff on the implications of automatic application of the date when finalising

This ensures that all invoices, work items, and billing practices are consistent across your firm, reducing manual intervention and improving accuracy.