Invoicing process

Invoices are prepared using Keyed-In according to the following process:

• Lawyer uses the Invoice Builder on Keyed-In (selecting Matter Management/Submit an Invoice) which submits the Invoice request to the Invoicing Team for processing.
• An email is sent to the Invoicing Team detailing the submission. All fee earners are copied into this. If you notice any errors at this point, you should let the Invoicing Team know.
• The Invoice is created by the Invoicing Team and a copy of this, together with the related Fee Note, is sent to each lawyer with time on the Invoice by email at the end of the working day on which it is produced. This email will also confirm the method of delivery and, if email is selected, the email address/es that the invoice will be sent to.
• The Invoice is then held until midday the following working day (providing time for the lawyer to raise any issues they have with the invoice before it is sent to the client). At midday all invoices prepared the day before (and where the lawyer has selected email as the method of delivery) are sent out by email. Where the lawyer has selected post as a method of delivery the Invoice goes out in the post that day (i.e. the same day as if issued by email). Where the chosen method of delivery is "via lawyer" then the lawyer that submitted the invoice (or as agreed by the acting lawyers) must send the Invoice out without delay. If a colleague whose time is on the invoice goes unpaid due to a failure to send out the Invoice, then the lawyer preparing the Invoice and the Client Owner may be required to compensate any colleagues who are out of pocket.

The Invoicing Team endeavours to process invoices on either the same or next business day that they are submitted, although there may be occasions where this is not possible (for example, where Invoice submission is made very close to the end of the working day or on an especially busy day, typically month end or before a public holiday). On these occasions the Invoices will be produced as soon as possible. Where there is a special need for Invoices to be issued ahead of the normal time frame, it is possible to expedite the process by calling the Invoicing Team to request this.

The Accounts Team settle Fee Notes within two business days of receipt of cleared funds. Fee Notes are usually settled the next business day. Funds are paid by BACS and this takes three business days to reach your account.

Where two or more lawyers are working on one matter, the Lead Lawyer should coordinate the submission of Invoices. Keyed-In accommodates the Lead Lawyer raising Invoices for multiple lawyers.

You can only write off or omit to bill your own time. This means that where you wish to write off the time of a colleague (save for Pod Principals as regards their Pod Members) or omit (see the rules on interim statute invoices above regarding not invoicing all time relating to a given period) time relating to the period being invoiced, then you must secure the consent of the relevant colleague. You can do this through the invoicing process. Keyed-In will notify the colleague who can agree the change and this will release the Invoice. If the write-off/omission is not agreed by the colleague whose time it is, then the draft Invoice will be quarantined and referred to the Director Of Operations and Compliance for a determination). Therefore, to avoid any delay, best practice is to ask relevant colleague(s) to adjust their time accordingly before you raise the Invoice on Keyed-In.

On request, and where applicable, the Invoicing Team can upload our Invoices into the client's billing portals e.g. Counsel Link, Serengeti, and Collaborati. If you are billing through such a platform, you should remember to specify when creating the Invoice that the transmission method be "Billing Portal". This can also be set at client inception, if you have been made aware that this is the client's process for bill submission.

Hint: AML checks must be completed and an engagement letter sent, before an Invoice can be raised.

Hint: We can accept payment by credit card. This is facilitated by a third party through our website. For some corporate cards, a card issuer's fee is added over and above the sum owing. Our credit card payment portal is located at www.keystonelaw.co.uk/payments. We cannot accept payments into client account though if made by credit card as credit card payments can be reversed.