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73<h1>Getting Started and Setting up CaseFox | Legal Software</h1>
74
75<div id="seoBodyContent"><div><div><h1>Getting Started &amp; Setting up CaseFox</h1></div>
76<div><span><h1 class="toc_anchors" id="Welcome"><span style="font-size: 36px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Welcome</span></h1><p><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400">Thank you for signing up for CaseFox, one of the leading legal billing software. We assure you that CaseFox will be easy to use and beneficial for your law practice. Links are provided throughout the whole program in order to deliver all information. Please also visit the&nbsp;</span><font color="#000000"><span style="font-size: 16px">CaseFox Knowledge Base.</span></font></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Before getting started here are a few tips which will help you in smooth implementation.</span></p><hr><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 18px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">STEPS TO MANAGE TIMEKEEPING AND INVOICING</span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Firstly click on the<strong>“Clients”</strong>tab and then click on the<strong>“Add Client”</strong>link which is present immediately next to the search box available in order to create a new client. To create a new case (or project for a client). Click on the<strong>“Add Case”</strong>link which is present on the right side of the tabbed pane. You may also take the help of the shortcut links which are present on the dashboard in order to create clients, users, and cases.</span></span><span style="font-size: 18px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">&nbsp;</span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 11pt; color: rgb(0, 0, 0); font-weight: 400">If you want to set&nbsp;</span><a href="https://www.casefox.com/hourly-rates/"><span style="font-size: 11pt; color: rgb(0, 0, 0); font-weight: 400">different hourly rates</span></a><span style="font-size: 11pt; color: rgb(0, 0, 0); font-weight: 400">&nbsp;for a case AND/OR your firm has more than one&nbsp;</span><span style="font-size: 11pt; background-color: initial" dir="ltr">user then: Click on the<strong>“Staff”</strong>tab and smoothly add users. Now in order to find the listing&nbsp;</span><span style="font-size: 11pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">of all users of your firm: Click on the<strong>“Cases (Project)”&nbsp;</strong>tab, then in the<strong>“Staff Access/Rates”</strong>tab, you will find the full listing. Click on the check box, in order to&nbsp;</span><span style="font-size: 11pt; background-color: initial">easily grant access to selected users. Further for this particular case, you can easily add&nbsp;</span><span style="font-size: 11pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">different hourly rates for selected users.</span></p><hr><h2 class="toc_anchors" id="Useful_Links" style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 30px; color: rgb(0, 0, 0); font-weight: 400">Useful Links</span></h2><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400"><u><a target="_blank" href="https://youtu.be/xFgUeFotxGQ" rel="noopener noreferrer"></a></u><a target="_blank" href="https://youtu.be/xFgUeFotxGQ" rel="noopener noreferrer"></a></span><span style="font-size: 16px; color: rgb(0, 0, 255); font-weight: 400"><a target="_blank" href="https://youtu.be/xFgUeFotxGQ" rel="noopener noreferrer">Watch a brief how-to video</a></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 255); font-weight: 400" dir="ltr"><a target="_blank" href="https://youtu.be/lPkLNb3GQ_0" dir="ltr" rel="noopener noreferrer">Enter Time and Expenses</a></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400" dir="ltr">
76<a href="https://support.casefox.com/portal/en/kb/articles/how-to-import-client-list" target="_blank" rel="noopener noreferrer">Import Client List</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400"><a href="https://support.casefox.com/portal/en/kb/articles/how-to-store-additional-information-about-a-case" target="_blank" rel="noopener noreferrer">Store Additional Information About A Case</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400"><a href="https://support.casefox.com/portal/en/kb/articles/how-to-create-ledes-format-invoices-ledes-1998b-and-ledes-xml2-0-formats-are-supported" target="_blank" rel="noopener noreferrer">Instructions for LEDES Invoices</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400"><a href="https://support.casefox.com/portal/en/kb/articles/how-to-generate-bulk-invoices" target="_blank" rel="noopener noreferrer">Automatic/Bulk Invoice Generation</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400"><a href="https://support.casefox.com/portal/en/kb/articles/how-to-configure-calendaring-rules" target="_blank" rel="noopener noreferrer">Calendaring Rules</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400"><a href="https://support.casefox.com/portal/en/kb/articles/ical-synchronization" target="_blank" rel="noopener noreferrer">iCal Subscription Feed</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px"><span style="font-weight: 400"><a href="https://support.casefox.com/portal/en/kb/articles/timekeeping-via-text-sms-messages" target="_blank" rel="noopener noreferrer">Timekeeping via SMS</a></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="color: rgb(0, 0, 255)"><span style="font-size: 16px; font-weight: 400" dir="ltr"><a href="https://support.casefox.com/portal/en/kb/articles/how-to-edit-an-invoice" target="_blank" rel="noopener noreferrer">Edit Invoice</a></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><hr><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 18px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><strong>To create a new note:</strong></span><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">&nbsp;</span><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Select a case and then click on the Add Note(Time/Expense) link which is present on the right-hand side pane.</span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 18px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><strong dir="ltr">To add hours:</strong></span></span><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">&nbsp;Select the&nbsp;<strong>“Staff User”&nbsp;</strong>which is present on the top of the&nbsp;<strong>“Add Note”&nbsp;</strong>screen. Enter hour/min or tenth of hours in such a way that the time added is in the multiples of 3 minutes (eg. 1.2*) in order to prevent rounding errors. On the basis of hourly rates of selected hours, the amount will automatically be calculated. For making different types of time/expense entries please scroll down to the bottom of the page for instructions.
76</span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400">If you want this note to be included in the invoice then check&nbsp;<strong>“Show On Invoice”</strong>.</span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">If you are entering an expense check&nbsp;<strong>“This is an Expense”&nbsp;</strong>check box. Check both ‘This is an Expense’ and “Show On Invoice” for billable expenses.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">Enter the service performed (3 characters min, 1000 characters max). The text which will be added to this box will be used as a line item in an invoice. Look into it by also using abbreviations.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">Optimally, in the private note box, you can enter a private note which can be of(10 characters min, and 1000 characters max). Later on, this text will assist you in recollecting the case events. This text will only be visible to you.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">Please look upon How To Store Documents And Additional Information. You can also easily enter a local drive file path or a document URL.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">If the client requires it, then enter&nbsp;</span><a href="https://www.casefox.com/utbms-codes/"><span style="color: rgb(0, 0, 0); font-weight: 400">UTBMS</span></a><span style="color: rgb(0, 0, 0); font-weight: 400">&nbsp;task and expense code/activity code or you can select it from the dropdown.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">Save the note. The note will be atomically listed below in the list section.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">You may generate an invoice, after entering one or more notes.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">Click on the “Invoice” tab in order to generate an invoice. Look upon the&nbsp;</span><a href="https://www.casefox.com/automated-billing-bulk-invoice-generator/"><span style="color: rgb(0, 0, 0); font-weight: 400">Automatic Invoice Generation</span></a><span style="color: rgb(0, 0, 0); font-weight: 400">&nbsp;and also&nbsp;</span><a href="https://support.casefox.com/portal/en/kb/articles/custom-invoice-numbers" target="_blank" rel="noopener noreferrer"><span style="color: rgb(0, 0, 255); font-weight: 400">how to set custom invoice generation</span></a><span style="color: rgb(0, 0, 255)"><span style="font-weight: 400">.</span></span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">Click on the “Create Invoice’ link. Now if you want to upload your firm’s logo then, Prior to generating invoices, after logging into CaseFox you may directly click on the Settings tab on the upper right corner and use the “Upload Logo” tab to upload your logo.&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">A pop-up will come up. Then click on the&nbsp;</span><span style="color: rgb(0, 0, 0); font-weight: 700">Add Time/Expense Entries to Invoice</span><span style="color: rgb(0, 0, 0); font-weight: 400">&nbsp;link. After that, another pop-up will come up. After this select one or more notes or you can also select all that needs to be included in the invoice. (You may simply click on “Select All'') as&nbsp;</span></span><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">only unbilled notes will be displayed in this pop-up.</span></p><p><br /></p><p><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">You may enter private notes if required. The private note will not get printed on the invoice. You can also enter an invoice text in the Clients Details section (<strong>Clients tab</strong>→ &nbsp;Select the client for which you wish to add the private notes &nbsp;→ &nbsp;<strong>Select the Case&nbsp;</strong>→&nbsp;<strong>Go to Time/Expense tab&nbsp;</strong>→ click on the pencil icon of the&nbsp;<strong>time /expense entry&nbsp;</strong>you wish to add private notes into →&nbsp;<strong>click on private notes (add notes)&nbsp;</strong>→&nbsp;<strong>Click save</strong>...</span></span></p><p><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Click on the&nbsp;<strong>“Create Invoice”&nbsp;</strong>button which is present at the right-hand corner, in order to generate the invoice. In the Public Note section, you may enter a note to your client. Alternatively, you may click on the&nbsp;<strong>&quot;Clients&quot;&nbsp;</strong>tab -&gt; Select Client which is in the left side panel -&gt;<strong>Client Details/Edit&nbsp;</strong>button beside client name l -&gt; enter text in&nbsp;<strong>&quot;Service performed&quot;</strong>. In the Public Note section of the&nbsp;<strong>“Create Invoice”&nbsp;</strong>screen, this text will automatically be added.&nbsp;</span></span></span></p><p><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">One of the Examples of this text is &quot;
76Please make check payable to xxxxx. Thank you.</span></span>&nbsp;</span></span></p><p><span style="font-size: 16px"><br /></span></p><p><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">You will have a painless opportunity to select/de-select specific invoice items that are to be included in tax calculations) if some or all are taxable in your country.&nbsp;</span></span></span></p><p><br /></p><p><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400">The newly generated invoice will be listed in the&nbsp;<strong>“Invoices”&nbsp;</strong>tab. You can also email, view, or download PDF (or&nbsp;</span><a href="https://www.casefox.com/ledes-invoicing/" target="_blank" rel="noopener noreferrer"><span style="color: rgb(0, 0, 0); font-weight: 400">LEDES</span></a><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">) using the icons that are displayed against the invoice. By following the same steps as above an invoice may be deleted (see a delete icon on the very right in the line) and re-generated). Invoices may also be edited. However, the invoice cannot be deleted once payment is recorded against the invoice, but you can delete the payment if it is mistakenly entered.) once you delete all payments against an invoice, the invoice can be deleted). Thus, after generating an invoice, please kindly download the PDF and check if everything is accurate with the invoice, before sending the invoice to the client and recording a payment.</span></span></span></span></p><p><br /></p><p><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">After the invoice is emailed to the client the email Invoice (Envelope) icon will change. (Please visit&nbsp;<strong>Settings/Tools/Reports -&gt; Invoice/Gen.&nbsp;</strong>Settings to change email text) The case details and client’s email will automatically be filled in the email box. Invoice can also be emailed using your own email or by downloading the PDF/Word version to your computer.</span></span></span></span></span></p><p><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400">Use the payment icon (dollar icon in front of the invoice in the list) to record payments from the client. Multiple partial payments may be recorded. You may also use the Bulk Pay Invoice button under more actions under the dropdown.</span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Invoices can individually be emailed from CaseFox to the clients by directly clicking on the Envelope icon which is present in the invoice listing. Alternatively, email the invoices directly from the dashboard where all click on the Invoices button on the Dashboard to email multiple invoices from the same screen.</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Interest Calculations: To add interest on overdue payments in an invoice on the account of previously unpaid amounts, click on the Clients tab, select a client, and click on the View Client/Edit tab. Enter Yearly Interest Rate (do not add % sign). Select appropriate Payment Terms. Save. Disclaimer: CaseFox uses simple interest calculations. If an invoice is paid by the client partially prior to generating a subsequent invoice, then the interest on only the unpaid amount is calculated.</span></p><hr><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 12.5pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">FEW POINTS THAT WILL GUIDE YOU TOWARDS THE EXPENSE TRACKING MECHANISM&nbsp;</span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400">If you intend the entered expense to be included in an invoice so when entering expenses, make sure to also check the&nbsp;</span><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 700">[]Show on Invoice checkbox.</span><span style="color: rgb(0, 0, 0); font-weight: 400">&nbsp;The notes will not be presented for invoicing if you don't check the&nbsp;<strong>&quot;Show on Invoice&quot;&nbsp;</strong>checkbox,</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">In order to select a case in the left panel bar, Click on the&nbsp;<strong>&quot;Cases&quot;&nbsp;</strong>tab. After selecting it scroll down to the bottom on the right-side note listing. If you notice an amount in the&nbsp;<strong>&quot;Non-Billable&quot;&nbsp;</strong>category, you should directly review your time/expense entries. You may not have checked the []<strong>&quot;Show on Invoice&quot;&nbsp;</strong>checkbox in one or more notes, it is ok if you intentionally unchecked the&nbsp;<strong>&quot;Show on Invoice&quot;&nbsp;</strong>checkbox.</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">For entering expenses while doing a time entry, Select this is an expense checkbox and notice a slightly changed screen. in the&nbsp;<strong>&quot;Quantity&quot;&nbsp;</strong>box, enter the number of units (enter 1, if this is a flat expense, such as Court Filing Fees). Enter Per Unit cost( for example $500) Amount in Total Cost will be calculated automatically (alternatively, you may enter the total cost in the Total Cost box without entering per unit cost).</span></span></p><p><span style="font-size: 16px"><br /></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">You can easily delete it, edit the note(s), and then generate the invoice again &nbsp;If you have already created an invoice</span></p><hr><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 15pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">TIPS TO MAKE THE EXPENSE AND BILLING LOOK SIMPLER</span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(67, 67, 67); font-weight: 700" dir="ltr">To enter an hourly billing item:</span><span style="color: rgb(67, 67, 67); font-weight: 400" dir="ltr">&nbsp;enter the time (either hours/minutes or tenth hours format) in the boxes that are provided. The System will automatically calculate the amount painlessly based on your hourly rates. ( you can also set different hourly rates for different cases as per your requirement.). 
76Click on the&nbsp;<strong>&quot;Hourly Rates&quot;&nbsp;</strong>tab under settings select a user, and an&nbsp;<strong>&quot;Edit&quot;&nbsp;</strong>link will appear next to the hourly fee amount. The user’s global hourly will be used automatically if you don’t set a different hourly rate for a user.</span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(67, 67, 67); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 700">To enter a flat fee item</span></span></span><span style="font-size: 15pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">, effortlessly enter the amount in the &quot;Total Cost&quot; box and do not enter anything in the &quot;time&quot; boxes. Do not check the &quot;expense&quot; checkbox as (this item will be displayed as a &quot;Flat&quot; fee item on the invoice).</span></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 15pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 700">To enter an expense</span><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">, click on the this is an expense checkbox (and leave the &quot;Show on Invoice&quot; checked). Enter a number of units in the box shown and then enter the total cost in the &quot;Total Cost&quot; box. For example, if you want to enter charges for 50 copies @ $1/copy, enter &quot;50&quot; in the &quot;Quantity&quot; box and then enter &quot;1&quot; in the total cost box. This item will be shown as an expense in the invoice.</span></span></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 15pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 700">If you want to enter a no charge entry</span><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">, enter the time and then change the value in the Total Cost box to zero.</span></span></span></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 15pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Hours and normal billable rate for this line item and the cost as &quot;No Charge&quot; will be reflected by PDF/Word invoice.&nbsp;</span></span></span></span></span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 15pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400; font-size: 16px" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400">If you want&nbsp;</span><span style="color: rgb(0, 0, 0); font-weight: 700">to enter an item at a different billable rate</span><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">. So, normally when the time is entered, the system automatically calculates the total charges for an item based on staff's hourly rates for the particular case (and if a different hourly rate is not set for the case, staff's global hourly rates) and invoice reflects entered time and hourly rates in addition to the automatically calculated total cost for the item. Sometimes professionals charge different rates for certain items. For example, a time-keeper may charge an hourly rate of $500/hr for legal work but $200/hr as convenience charges for travel and others. To have the invoice reflect this different rate, enter the time as usual and then change the automatically calculated total cost to the desired number. In the previous example, if 1 hour for travel is what an attorney enters, the system will automatically fill the total cost box with $200. Change this amount to $100. PDF/Word Invoice will show the hourly rate of $100/hr for this entered time.</span></span></span></span></span></span></span></p><hr><p style="line-height: 1.9714; margin-bottom: 0pt" dir="ltr"><span style="font-size: 14.5pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">STEPS TO GENERATE ADVANCE PAYMENTS</span></p><h3 class="toc_anchors" id="Advance_Payments_If_the_funds_do_not_belong_to_a_trust_account_and_if_you_have_received_an_advance_payment_prior_to_issu
76ing_an_invoice__So_After_generating_the_invoice_as_usual_directly_click_on_the_green_dollar_sign_in_order_to_record_the_received_payment" style="line-height: 1.4571; margin-bottom: 6pt" dir="ltr"><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 700">Advance Payments</span><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">: If the funds do not belong to a trust account and if you have received an advance payment prior to issuing an invoice ( So After generating the invoice, as usual, directly click on the green dollar sign in order to record the received payment.</span></span></h3><h3 class="toc_anchors" id="Then_Click_on_the_download_Invoice_in_PDF_from_the_dropdown_to_download_the_invoice_The_invoice_will_clearly_reflect_the_received_payment" style="line-height: 1.4571; margin-bottom: 6pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Then Click on the download Invoice in PDF from the dropdown to download the invoice. The invoice will clearly reflect the received payment.</span></h3><p><br /></p><p><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 14pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">STEPS TO MANAGE TRUST FUNDS</span></span></p><p style="line-height: 1.38; margin-bottom: 0pt" dir="ltr"><br /></p><h3 class="toc_anchors" id="EnableDisable_Trust_Fund_Balance_on_Invoices_Invoice_will_clearly_show_the_payment_that_is_deducted_from_the_client_trust_account_if_funds_are_available_and_balance_payable_by_the_client_or_zero_if_the_trust_funds_are_sufficient_enough_to_pay_the_whole_invoiced_amount_It_will_automatically_list_the_amount_in_the_invoice_if_there_is_still_a_leftover_amount_in_the_trust_account" style="line-height: 1.4571; margin-bottom: 0pt; padding: 0pt 0pt 6pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700">Enable/Disable Trust Fund Balance on Invoices</span><span style="font-size: 16px"><span style="color: rgb(0, 0, 0); font-weight: 400">: Invoice will clearly show the payment that is deducted from the client trust account (if funds are available) and balance payable by the client (or zero if the trust funds are sufficient enough to pay the whole invoiced amount). It will automatically list the amount in the invoice if there is still a leftover amount in the trust account.</span></span></h3><h3 class="toc_anchors" id="Go_to_Settings__Invoice_Management__General_settings__Show_Trust_Funds_on_Invoiceradio_button_for_enabling_and_disabling_the_same" style="line-height: 1.4571; margin-bottom: 6pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Go to Settings → Invoice Management → General settings → &nbsp;<strong>&quot;Show Trust Funds on Invoice&quot;&nbsp;</strong>radio button for enabling and disabling the same.</span></h3><hr><h3 class="toc_anchors" id="STEPS_TO_SET_DIFFERENT_HOURLY_RATES_FOR_DIFFERENT_CASES" style="line-height: 1.4571; margin-bottom: 6pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 14pt; color: rgb(67, 67, 67); font-weight: 700" dir="ltr">STEPS TO SET DIFFERENT HOURLY RATES FOR DIFFERENT CASES</span></span></h3><p><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Click on the Cases (Projects) from the left side pane. In the left panel. Then select the desired case from it. On the right-side panel, click on the&nbsp;<strong>&quot;Settings&quot;&nbsp;</strong>tab and then go to the Hourly rates column. On the screen, check the checkbox on the left side of a staff name. Click on the pencil icon to enter a new rate. Click Update. This process will overall deliver two things, first, if the selected staff is not an administrator, then the selected staff will now have access to this case and the administrators have access to all cases automatically. Second, a new hourly rate for the selected staff will be set only for this case.</span></span></span></p><p><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 13.5pt; color: rgb(0, 0, 0); font-weight: 700" dir="ltr">CASEFOX SETTINGS</span></span></span></span></p><p><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 16px; color: rgb(67, 67, 67); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 700" dir="ltr"><span style="color: rgb(0, 0, 0); font-weight: 400" dir="ltr">CaseFox offers numerous settings in order to format PDF invoices according to your needs. And further, there is no such need to regenerate invoices after making changes to any of these properties. After making changes to one or more of these properties, you may go back to the invoice list easily and click on the PDF icon against the desired invoice to download the updated invoice.</span></span></span></span></span></p><p><br /></p><p style="line-height: 1.9714; margin-bottom: 0pt" dir="ltr"><span style="font-size: 16px; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><strong>Currently, CaseFox offers the following settings ( and the captions are self-explanatory):</strong></span></p><ul style="margin-bottom: 0px"><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show Trust Funds On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show Amount To Be Paid From Trust On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">
76Do Not Show Rates Column On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Do Not Show Staff Column On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show Staff Column Before Description On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Do Not Show Hour Column On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Do Not Show Previous Balance On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show Taxable/Non-Taxable Markings For Invoice Items</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show Timekeeper Summary On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show List Of Payments Since Last Invoice On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Show Fees/Expenses Separately On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Do Not Show Border Line On Invoice</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Minimum 1 Inch Margins All Sides in Invoice PDF Document</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Minimum 1/2 Inch Margins All Sides in Invoice PDF Document (uncheck both checkboxes for default 10mm margins)</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">Do Not Send Weekly Activity Reports</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400">
76Do Not Send Calendaring Reminders</span></p></li><li style="list-style-type: disc; font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr"><p style="line-height: 1.7143; margin-bottom: 0pt; padding: 3.75pt 3.75pt 3.75pt 0pt" dir="ltr"><span style="font-size: 10.5pt; color: rgb(0, 0, 0); font-weight: 400" dir="ltr">Enable Deleting Trust Fund Entries</span></p></li></ul><div><br /></div></span><div>
77</div>
78<ul></ul>
79<ul><li><h1>Related Articles</h1></li>
80<li><a href="https://support.casefox.com/portal/en/kb/articles/getting-started-casefox" rel="noopener" target="_blank" ><h2>Getting Started - CaseFox</h2></a><div><span>Welcome Thank you for signing up to use CaseFox®, a leading legal billing software. We are confident that you will find CaseFox easy to use and helpful for your practice. Here are a few tips to get started. Please also visit CaseFox Knowledge Base. ...</span></div></li>
81<li><a href="https://support.casefox.com/portal/en/kb/articles/getting-started-with-casefox" rel="noopener" target="_blank" ><h2>Getting Started With CaseFox</h2></a><div><span>Please visit Getting Started or book a demo. Please feel free to send us a question for further instructions or help. Our response time to customer emails in typically less than an hour.</span></div></li>
82<li><a href="https://support.casefox.com/portal/en/kb/articles/accepting-invoice-and-trust-payments-via-lawpay" rel="noopener" target="_blank" ><h2>CaseFox-LawPay Integration Setup</h2></a><div><span>Accepting Invoice and Trust Payments via LawPay Welcome to the CaseFox-LawPay integration setting page. You may accept online payments from your clients via CaseFox client portals. See Client Online Portal for details. You have a choice to process ...</span></div></li>
83<li><a href="https://support.casefox.com/portal/en/kb/articles/getting-started-with-xero-integration" rel="noopener" target="_blank" ><h2>Getting Started with Xero Integration</h2></a><div><span>To setup your CaseFox account to seamlessly transmit invoices and supporting data to your Xero account, please follow these steps: 1. Of course, if you don&#39;t have a Xero account or don&#39;t know what Xero Accounting Software is, please ...</span></div></li>
84<li><a href="https://support.casefox.com/portal/en/kb/articles/casefox-user-roles-explained" rel="noopener" target="_blank" ><h2>CaseFox User Roles Explained</h2></a><div><span>CaseFox User Roles: https://support.casefox.com/portal/en/kb/articles/user-roles Here is a brief guide to getting started with CaseFox: https://support.casefox.com/portal/en/kb/articles/getting-started-casefox Register for free and explore the power ...</span></div></li>
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