Overview

FeeWise is a legal-first payments technology company, owned and backed by the global leader in legal practice management software, the LEAP-InfoTrack group of companies.

With over 30 years of experience and thousands of clients worldwide, FeeWise understands the challenges law firms face when:

• Managing client payments
• Reconciling accounts
• Chasing overdue invoices
• Meeting client/trust compliance obligations

In partnership with legal software providers. FeeWise has redesigned payments technology specifically for the legal industry and its unique regulatory requirements.

Why Use FeeWise

FeeWise is designed to improve cash flow for law firms by helping them get paid faster, reduce administrative burden, and create a seamless client payment experience.

Key Benefits

Faster Payments

• Encourages upfront and on-time payments
• Reduces delays in invoice settlement
• Improves overall cash flow

Reduced Administration

• Automates allocation of payments to invoices
• Removing manual reconciliation
• Reduces time spent chasing unpaid bills

Enhanced Client Experience

Clients can pay securely using:

• Credit and debit cards
• Digital wallets (e.g. Apple Pay/Google Pay)
• Pre-Authorised Debit (PAD)

Compliance & Client/Trust Management

• Designed for legal client/trust accounting requirements
• Supports accurate allocation and reporting
• Provides audit-ready payment tracking

Real-Time Visibility

• Access the FeeWise Dashboard
• View payments as they occur
• Monitor deposits and settlement breakdowns

Mission: FeeWise helps law firms focus on delivering legal advice while it handles the heavy lifting of Invoice payments.

Setup & Registration Process

Before your firm can accept online payments, the integration must be enabled and registration completed. 

This setup only needs to be completed once per firm.

Step 1: Enable Integration

1. Contact Efimis Support
2. Request activation of the FeeWise integration

Only after this step will registration become available.

You cannot register for FeeWise until Efimis Support has enabled the integration.

Step 2: Access Registration

1. Navigate to Settings → Firm Settings
2. From the Settings menu on the left hand side of your screen, select the Billing category.
3. Select Payment Service Provider from the Billing menu

The FeeWise registration option will now be available.

Firm Details Verification 

Before proceeding, the system will check your firm entity record.

If a message appears stating that key details are missing (such as preferred address or email address):

To resolve this:

1. Click Edit Firm
2. Enter the required information
   
3. Review the details for accuracy
4. Click Save to apply the changes

Registration cannot proceed until all mandatory firm details are completed.

Bank Account Configuration

If prompted that your bank account is not configured:

1. Click Edit Account
2. Enter your firm's bank details
3. Save the changes

Registration cannot proceed without valid bank details.

Branch and Cash Account Associations

FeeWise payment links are generated based on the cash account selected during registration and the branch associated with the matter.

Only matters under a branch which is associated with the Cash Account selected during registration will display FeeWise payment links and QR codes on invoices.

If a matter belongs to a different branch, the FeeWise payment link will not appear on the invoice.

Why This Matters

FeeWise uses the cash account selected during registration to determine which branches are authorised to accept online payments.

If the branch of the matter is not linked to that cash account, the system will not generate a payment link.

If a payment link does not appear on an invoice, confirm that:
The matter belongs to that branch
Is associated with the cash account selected during FeeWise registration 

Step 3: Complete Registration

To submit your application:

1. Complete all required fields in the Firm section
2. In the Representative section,  enter: 
   • Firm Owner or Director Details
   • Information required for Verification of Identity (VOI)
3. Review all information carefully
4. Click Register to submit your registration

The Representative Information is used for regulatory identity verification. Incorrect details may delay approval.

Email Address Requirements

It is recommended that you use generic group email addresses such as:

• finance@yourfirm.com
• accounts@yourfirm.com
• billing@yourfirm.com

Understanding the Email Fields

Two separate email addresses are required during registration:

The Contact Email is primarily operational and compliance-focused, while the Billing Email is used for financial and settlement communications. Do not use personal email addresses. All FeeWise notifications are sent to these addresses. Ensure they are actively monitored.

Registration Pending Status

After submission, your registration enters a review phase.

What Happens Next

• The Payment Service Provider page displays Review Pending
• FeeWise reviews your application
• Identity verification checks are completed
• Bank and compliance details are validated

During this period:

• No payments can be accepted
• No changes can be made to the application

 Approval time is controlled by FeeWise and may vary.

Approval Confirmation

Once approved:

• A green confirmation message will appear stating "FeeWise is active and ready to use"
• Online payments are enabled
• No further setup is required

Your firm is now live and ready to accept payments. You may now refer to the FeeWise Payments User Guide for operational instructions.

Invoice Email Templates (Client Notifications)

• Email subject line
• Email message body
• Firm branding and logos
• General payment instructions
• Compliance wording

The email template does not generate the FeeWise payment link or QR code. Payment links and QR codes come from the Payment Signature Template, which is configured separately.

Accessing Email Templates

If the firm chooses to customise the email template:

1. Navigate to Settings → Firm Settings

2. Open the Notifications section

3. Select Notification Templates

4. Choose Email Invoice – Client

Customising the Email Template

Within the template editor firms may:

• Edit the wording and tone
• Add firm branding
• Insert logos
• Adjust the email layout
• Modify general payment instructions

Email templates use HTML formatting. IT or technical support may be required for structural template changes.

Saving Changes

After making changes:

1. Review formatting
2. Test internally where possible
3. Click Update to save

Updates apply to all future invoice emails.

Important Limitations (Templates)

Invoice email templates control the email message sent to the client but do not control the FeeWise payment link or QR code.

Payment links are controlled separately by the Payment Signature Template.

Important limitations:

• Email templates cannot be edited when sending an invoice
• Changes affect all future automated invoice emails
• Custom email templates do not affect the FeeWise payment link
• Payment links will only appear if the Payment Signature Template includes FeeWise components

Editing the email template will change the email content but will not affect the payment link or QR code displayed on the invoice.

Payment Signature Configuration

When FeeWise is enabled, payment components (such as secure payment links and QR codes) are included in the system's default and BPAY payment signature template.

Important Behaviour

If your firm has previously customised the payment signature:

• Customised payment signatures do not automatically include FeeWise elements.
• DEFT payment signatures will not show the FeeWise payment link/QR code.
• Statement payment signatures do not display FeeWise links (links are per invoice). Statements will use Default/BPAY signature.

Enabling FeeWise does not override or update existing customised templates.

How to Include FeeWise Components

To include FeeWise elements in your payment signature:

1. Locate the updated default payment signature template - Settings → Firm Settings → Report Templates → Payment Signature
2. Clone (copy) the updated default template
3. Modify the cloned version as required
4. Reapply any firm-specific branding or formatting

IT or Client Support assistance may be required when cloning and editing templates, particularly if HTML formatting is involved.

Best Practices

• Review your current Payment Signature Template
• Confirm that FeeWise payment elements are visible
• Test an internal invoice before sending to clients
• Double-check firm and banking details before submission
• Use shared inboxes for emails
• Notify finance staff when approval is received
• Monitor first settlements closely
  
  Avoid:
  
  
• Using personal email addresses
• Submitting incomplete information 
• Editing templates without testing

Further Support

FeeWise FAQs

Refer to FeeWise FAQs for additional guidance and troubleshooting.

Efimis Support

Contact support for:

• Integration activation
• Technical configuration issues
• Registration assistance