LeanLaw Demo – Legal Timekeeping and Billing Software
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LeanLaw Demo – Legal Timekeeping and Billing Software

August 25, 2019

Today I’m going to demonstrate LeanLaw timekeeping invoicing software built with deep integration into QuickBooks Online So you’re viewing a Chrome web browser and I have open LeanLaw in the first tab. The second tab is QuickBooks Online So you can see here is just a normal QuickBooks accountant Then I have a gmail in the third tab. So to start I want to orient you with the navigation of LeanLaw So I’m going to start up here on top and show you calendar and calendaring is a visual day planner like view of your Time entries we can also look at week view or even get some information on month view Time entries is a more conventional list view the idea that I can see Mull my time entries for a period or a particular matter In a list I could export those to an excel file and then I can create new entries here keyboard-driven and bulk entry minded expenses are reimbursable expenses the idea that here’s expenses that Need to be reimbursed back to the firm because we have expended monies Billing is our work our invoicing workflow and there’s a submenu here that I’ll review when we get to actually producing an invoice Then of course matters are our client and matters Reports are there to augment what you might get in classic financial reports in QuickBooks in our reporting engine. You’ll see try and keeper reports originating internal reports, but you’re also going to extract QuickBooks data like accounts receivable data or trust balances and put those into reports that help the attorneys understand where Financially a client is trending. I have a client I want to work here with called the window Corp and you can see the green doubt Green dot denotes that we’ve already connected this to QuickBooks when I jump into the actual matter, so I’m in matters client window Corp window Court versus state of Michigan I have the general tab as my first which allows me to select the originating attorney conflict checked and notes Access and rates tell me who has access to this matter and what rate we’re charging. You can choose a Different rate for a matter or allow the system to default to your standard rate. So a user can have multiple rates But only one rate per matter QuickBooks is our QuickBooks tab. This shows us our integration with QuickBooks with this particular matter We’re set to matter our client based billing But we could have also set this to matter based billing which just simply means that The client has asked us to build the matter and keep the accounts receivable With the matter and not the client if ever needed to build a third-party I could easily Override the client billing and add third party We also have trust accounting setup with this client in QuickBooks Which just simply means their specific liability ledger setup for this one particular client And leads billing is there if you need it, I’ve already done some time entry So I’m going to step back and kind of show you Again, this is the calendar view and if I open up this calendar entry here You’ll see that we have the date the time I’ve selected the client I can add the time via the description Um tasks are essentially customizable phrases that help you facilitate it so I can drive the description from a task any mark any Tasks see me anytime entry can be marked non-billable. We have them for it is billable and non-billable Therefore to track internally for reporting purposes or to present it To the client a non-billable zero charge item on the invoice. This was an hour in time We track time in either tenths or quarter hours We also have a second tool called LeanLaw tracker This is a desktop tool that we created for those folks that aren’t necessarily comfortable or don’t want to work in a browser This is an installed application on a Mac or PC These are the matters that I have access to with the matter I worked on most recently so you can see that window court matter right on top to do a time entry I just use this plus button It will drop me back into my day So my day is all the time that I’ve booked for the particular day. And then again we have timers here So this shows the timers that are available. We also have timers on that calendar page and to do a time entry I just use this plus button and coming to this standard window backup tool in law and We’re going to time entries time entries is a more conventional list driven View of your time. I can use these filters to pick what days or what time keeper or what client? I want to look at I can also use this for bulk time entry or Keyboard-driven time entry so I can do the same time entry that I could in the other places with the same fields If I head over to expenses, these are those reimbursable expenses. I’ve already added a reimbursed expense here So this is this license and fees for 15 dollars I also have the ability to look at non billed fees Or all my fees things that maybe I’ve built in the past and I can look up any Expense that’s been billed and actually see the invoice number and connect to it directly in QuickBooks So the idea is how can we get you to QuickBooks as efficiently as possible? So I’m gonna head forward and create an invoice. We’ve got some time We’ve got some expenses and walk you through this workflow Ready to bill is the time the work in progress that is ready to be billed Drafts are draft invoices that have locked time entries that sit in LeanLaw but have yet to be dispersed or delivered to QuickBooks? Which ultimately is where you send the invoice to the client? Open are actually open invoices and QuickBooks that LeanLaw is reading and then of course paid are those paid accounts now We also have some trust accounting management here. And in this demo we have the window core I’m gonna pick up this client and go into them. We can see that this client has three thousand dollars in available trust I also know that my trust bank account and I’m reading this in real time from QuickBooks is seventy thousand and I offset that with my liability count which is in sync and seventy thousand as well If I click into this window court matter I can see No accounts receivable. I can load all the transactions from QuickBooks So this is actually reading to QuickBooks in real time all of these historical transactions or I can run a trust report if I want to deposit funds I could do that here and if I want to record a Payment from an invoice we’re going to do that as well. So let’s head back to ready to bill And let’s actually produce an invoice I could select all and create batch invoices for everything or in this instance I just want to use the window Corp, so I’m just gonna use this little arrow and do a Draft invoice. So that draft invoice has been produced and I’m going to go to the next step and here it is With a invoice date of 731 and here’s the draft invoice now LeanLaw has automatically put in that trust statement for you so we can show the client what we’re actually going to do I can edit any of The time entries that I need I could save sessions for later so I have lots of Flexibility if I ever needed to I could undo the draft or if this was a leads client, I could produce that leads I’m gonna prove and submit now, of course, I don’t need to go in to every individual invoice and approve and submit I can easily go in and do it in a batch level here So now that invoice has been passed over to QuickBooks Which means my accounts receivable has been staged and I’m ready to deliver to the client and I can access that by clicking into the invoice here and Just saying view in QuickBooks, or I can head to QuickBooks head to sales, which is very straightforward in QuickBooks and There’s that invoice right here And LeanLaw’s set up the invoice format We actually even putting the matter name on the invoice one last step though, if you remember this was a trust Client so I’m gonna head back into the trust account and I’m gonna make a payment so I’m gonna find my ledger here Open it up and record that payment And what that’s doing is sending over accounting structions into QuickBooks to write a check out of trust decrease the liability Deposit of that check back in to operating and make a payment on the invoice So LeanLaw is just sending those instructions but for your purposes You get to see just this a paid invoice With a trust statement Put on the memo pad, so the client knows exactly what it has happened So it shows the balance forward the matter name is on it Everything’s blocked in service groups and most importantly that retainer management So I’ve walked you through and leaned law how to get from our time entry our expense entry and a basic invoice workflow Thanks so much for watching You

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