Objectives

• Configure the Billing Settings Settings:
  • Entities
  • Expenses
  • Partners
  • Invoices
  • Money
  • Bills

Steps

In the billing moduleBilling Module, you have the flexibility to configure various aspects, such as managing entities, expenses, invoices, billings, user rates, and more, all conveniently accessible through the settings.

Open the Billing Settings by clicking Billing→ Advanced→ Settings

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The admin will be guided to a page where he will be able to customize and configure tabs in the module such as entities, invoice templates, and more.Image Removed

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Entities:

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Entities in App4Legal LEXZUR have independent billing transactions. They could perfectly reflect the branches of a firm. Every Entity has its own Name, Fiscal Year Starts On and a Base Currency, and Details. 

From the entity section -> setup entities, the user can Add a new Entity, edit an Entity or Deactivate an Entity. To Deactivate any Entity, the user should switch to another Entity and deactivate the old one.

The Entity Add form has a lot of important fields such as:

1. Entity Name
2. Menu Color
3. Fiscal Year
4. Address of the firm: It appears in the export of Invoices
5. INV Prefix Number: It's the Prefix that appears in an Invoice ID.
6. Exchange Rates
7. Default User Rates
8. Related User Groups in User Rates grid
9. Activation of Partner Shares and if Yes the related Account to Shares of Partners
10. Import of Settings from old Entities

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Under Entities Settings, you can set up existing entities, create new ones, or import entity settings.

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Users can switch Entities from the drop-down list on the top right of the billing menu.

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Additionally, Entity Settings

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can be imported from one Entity to another.

Settings that can be imported are:

1. Accounts
2. ItemsServices
3. Invoice Taxes
4. Bill Taxes
5. Expense Categories
6. Invoice Templates

Expenses:

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From the invoices expenses section, the admin will be able to change all details relating to the invoice, add the taxes, modify items and more and also customize an invoice template for the company.

• Taxes:  If Taxes are activated in the Default Values, then the Taxes field will appear. To add a Tax value, you need to insert the Tax Name, Percentage, Related Account and Description. These Taxes appear in the Invoice form.
• Discounts: If Discounts are activated in the Default Values, then the Discounts field will appear. To add a Discount value, you need to insert the Discount Name, Percentage, and Description.
• Terms: Terms are found in the Invoice form. To add an invoice term, you need to insert the term name.
• Items: Items can be added to an Invoice. To add an Item, you need to insert Name and the Related Account fields are mandatory, Unit Price, Tax and more. Unit Prices can be edited at the Invoice level. Items can be nested under a main Item. This will appear in the Sub-Item.
• Invoice Templates:  They are used in the exported form of the Invoice. A Template has a name, firm's logo, a header. a body and a footer.

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• Invoice Notes: An Invoice Note has a name and a description. It is used to be inserted swiftly at the level of the Invoice. It appears in the Invoice Exported form.
• Invoice details format: the admin can configure the invoice template in detail such that the format including the cover page and look & feel can be changed.

From the expenses section, the admin will be able to manage the expenses such as configuring the expense categories and the petty cash.

• Expense Categories: The list of Expenses Categories that appears in the Expense form can be configured and managed. Once an Expense Category is added it can't be deleted.

An Expense Category has a Name, a Related Expense Account and optionally it can be Nested under a main Category such that it appears as a Sub-category

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• Petty Cash to User mapping: It is a report that shows every User and what accounts is allowed to see. The report also allows editing the Allowed Accounts.

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to configure the expense categories and select the petty cash to user mapping.

The Petty Cash to User mapping displays each User along with their authorized accounts. You can also modify the permitted accounts directly from this report.

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Partners:

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Within the partner's section, administrators can:

Enable the partner commissions tool 

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Determine the partner expenses account

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Customize the partner statement templates.

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Invoices:

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Within the invoice settings, administrators have the ability to modify all invoice-related information. This includes adding taxes, adjusting services, applying discounts, managing custom fields, and customizing invoice templates, and more.

• Taxes: When Taxes are activated in Default Values, the Taxes field will be visible. You can add taxes to be applied to invoices later.
• Discounts: Create discounts that can be utilized in invoices. Remember to enable the use of discounts in invoices beforehand.
• Terms: Set terms that will be used for invoices in the future.
• Services: Populate your service list or items that can be added to invoices.
• Invoice Templates: Customize templates for exported invoices, including your logo, company details, and invoice items.
• Invoice Notes: Prepare predefined invoice notes, including payment details, for swift insertion into invoices.
• Invoice Details Format: Admins can fine-tune the invoice template's format, including cover page and overall appearance.
• Discounts on Invoices: Activate discounts on invoices and specify their application level, such as items or entire invoices. Choose the related discount account.
• Adjustments on Invoices: Enable adjustments on invoices and define their application level, like items or entire invoices. Choose the associated adjustment account.
• Credit and Debit Note Reasons: Manage reasons used to create credit or debit notes for proper record-keeping.
• Invoice Custom Fields: Tailor additional fields on invoices to suit your specific needs.
• Invoice, Credit Note, and Debit Note Number Prefix: Specify the Invoice number prefix or secondary prefix. And for the credit notes and debit notes as well.
• Email Templates: Customize invoices email templates

Money:

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From the Money From the billing section, the admin will be able to manage and customize information such as module languages, billing currency, user rates, exchange rates, and more.

• Setup &
configuration
• Configuration: The user will be able to activate
discount
• discounts in invoices, taxes,
expenses
• expense values, invoice items, invoice language, module languages, billing currency, and user rates.
• Users Rate per
hour: It is a grid that displays all the user of the Related User Groups that are set in the Default Values.
• Hour: Displays the users with their corresponding financial details such as user rate per hour, yearly billable target value, and working days per year.
• Default Exchange Rate: The
Default exchange rate: Currencies that are defaulted in the Default Values will appear. The
• Exchange Rate will typically display the Entity Currency exchange rate with other defined
Currencies
• currencies.
• Time
tracking
• Entries Sales Account: You can choose the time-tracking sales
account and manage the Invoice number prefix, set account number prefix for Account types and choose the Trust Account.

From the partner’s section, the admin will be able to activate the partner commissions tool and determine the partner expenses account and customize the statement templates.

• account 
• Advisor Time Entries Sales Account: the account you want to relate to time entries recorded from the advisor portal.
• Account Types Prefix: Add prefixes based on Accounts types.
• Trust Account: Select the Account you want to use for Trust Deposits.
• Money Dashboard: The Manage Boards settings allow administrators to select the appearance of the billing dashboard columns.

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Bills:

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From the bill's From the bills section, the admin will be able to determine and configure the taxes section of the bills recorded in the system.For the manage Board section, the admin will be able to select the columns of the billing dashboards.:

Bill Taxes:

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Customize Bills Templates:

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Bills Approval Center:

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For more information about App4LegalLEXZUR, kindly reach out to us at help@app4legalhelp@lexzur.com.

Thank you!