CounselLink Answer Center for Clients

Creating or Editing an Invoice

  • Updated

This article covers the following:

Not all law firms have access to CounselLink or choose to obtain access. In rare cases, and only if your organization permits it, a law firm may send an invoice directly to you for manual entry. You may enter the invoice into CounselLink so it can pass through standard validation rules and workflow processes.

Before creating invoices on behalf of a law firm, explore alternative submission options, including email or the Paper Processing team.

Creating an Invoice

If you need to manually enter an invoice for a law firm, you can do so from the Matter Overview page.

You must have the Invoice Create Admin role to create an invoice.

Starting the Invoice

  1. Click the Invoices tab on the Matter Overview page. 

  2. Click +Create. The Create Invoice page displays.

  3. Provide the required information in the Invoice Details section.

    Fields marked with an asterisk (*) are required.

    Field Description
    Law Firm Office ID*

    • Select Auto to generate an ID automatically, or

    • Select Enter Invoice ID to manually enter an ID.
    Invoice Date*

    Select the date the invoice was sent by the law firm (current date displays by default).
    Law Firm Office* If multiple offices are assigned to the matter, select the appropriate office.
    Invoice Currency* The preferred currency for the office displays by default.
    Invoice Requires Review* Select Yes or No.
    Final Invoice

    • Select Yes if this is the final invoice for the matter.

    • Select No if additional invoices may follow.
    Invoice Description Complete as required.
  4. Complete the Additional Information section as required.
  5. Click Save.

Optional: Add a Discount or Premium

  1. Click Create Discount/Premium. The Create/Discount Premium window displays.

    Fields marked with an asterisk (*) require an entry.

    • Description: Type the discount information.
    • Discount Type: Select one of the following options:
      • Flat: For specific discount / premium amount.
      • Percent: For an amount that would change based on the amount of the invoice.
    • Apply To: Select one of the following options:
      • Fee Discount: When a discount is provided on the amount of the fees charged by the third party vendor.
      • Fee Premium: When an amount is added to the base amount of the fees charged by the third party vendor.
      • Expense Discount: When a discount is provided on the amount of the expenses incurred by the third party vendor while providing the services.
      • Expense Premium: When an amount is added to the base amount of the expenses incurred by the third party vendor while providing the services.

    • Percentage: Enter the percentage of discount or premium to be provided to the third party vendor.

      If you have selected the Percent type option you must type details in the Percentage box.

  2. Click Save. 

Adding Charges

Before activating the invoice, you must add fees and/or expenses.

  1. Click the Charges tab.

  2. Perform one or both of the following:

Add Fees

  • Click Add Fee.

  • Complete the required fields on the Edit Fee Charges screen.

  • Click Save.

Add Expenses

  • Click Add Expense.

  • Complete the required fields on the Edit Expense Charges screen.

  • Click Save.

The Invoice Overview page displays. Any remaining issues are highlighted in yellow.

Activating the Invoice

  1. Click Activate.

  2. On the Activate Invoice screen, click Yes, Activate.

The invoice is submitted and enters workflow processing.

Copying an Invoice

Back to top

You can copy an existing invoice created by your organization to save time when creating a similar invoice.

  1. Find the existing invoice.

  2. Click the Copy icon in the upper-right corner of the Invoice Overview page.

    The Invoice Overview page displays with a message at the top prompting you to activate it.

  3. Edit the invoice as needed.
  4. Click Activate.

Your new invoice has been created.

Editing an Invoice

Back to top

You may edit an invoice only if:

  • It was created by your organization, and

  • It contains no charges.

Invoices submitted by the law firm cannot be edited.

  1. Open the invoice.

  2. Click Edit.

    The Edit Invoice page displays.

  3. Edit the details as necessary. Fields marked with an asterisk (*) indicate a required field.
  4. Click Save.

The Invoice Overview updates to reflect the changes.

Sending Invoices to Paper Processing

Back to top

Some organizations receive invoice PDFs directly from law firms and forward them to the Paper Processing team for entry into CounselLink.

Invoices should be sent as an attachment to (6 MB size limit):

counsellinkinvoices@lexisnexis.com

You may email documents in the following formats: .pdf, .doc, .docx, .txt, .xls, and .xlsx.

  • You may attach multiple files to one email but only one invoice per file. Please include any necessary backup documentation (receipts, etc.) at the end of the invoice file and not as a separate file attachment.
  • Please do not use the "return receipt" option in your email program. A verification email will be sent out that includes a confirmation number for each invoice attachment. This confirmation number should be retained for tracking purposes and can be used as a receipt.
  • The subject line and body of the email are not read, and this email is not monitored.