How to Raise a Fee Note

 

  1. Log into the system using your credentials.
  2. From the main dashboard, locate and click on the “Client Invoicing & Receipts” module.
  3. Within the Client Invoicing section, click on “Fee Notes, Credit Notes,” then choose “Fee Notes/Tax Invoices” from the dropdown menu.
  4. To create a new invoice, click the “New Fee Note” button located at the top left of the page.
  1. Fill in the details on the pop out form titled “New Fee Note” form. Complete the form by filling in all the necessary details: 
  • Fee Note No: Enter the unique number assigned to the fee note. If you want the system to generate the next number in sequence, enter leave it as “0”.
  • Fee Note Date: Specify the date the fee note is being issued. This helps track when the billing was prepared.
  • Client: Select or enter the name of the client being billed.
  • File: Choose the file/matter the fee note is related to. This links the billing to a specific case or transaction.
  • Invoice Sent to?: Indicate the recipient of the invoice. This could be the client, a third party, or another designated billing contact.
  • Billing Information: Include additional billing details such as billing address, payment terms, or contact person if necessary.
  • Date Due: Enter the due date by which the payment is expected. This helps set payment expectations and track overdue invoices.
  • Currency: Select the currency in which the fee note is being issued (e.g., KES, USD, EUR).
  • User Assigned: Indicate the person responsible for managing this fee note within the system, usually the user preparing or submitting it.
  • Partner to Approve: Choose the partner or senior staff member who must approve the fee note.
  • Bank Account: Select the bank account where payment should be made. This ensures the client knows where to direct funds.
  • Subject / Title: Provide a brief description or title summarizing what the fee note covers (e.g. Legal Fees for May).
  • Fee Note Item: refer to the individual services or billable activities listed within a fee note (or invoice) that detail what the client is being charged for. 

6. Once all the necessary information is entered, scroll to the bottom of the form and click on Save Fee Note to complete the process.


 

Note: The Action Menu located at the far right of each fee note provides a range of additional features to manage your fee notes effectively. 

 

  • Edit - Allows you to update the existing fee note any as needed
  • View - Opens the fee note for you to review all the details. Useful for quickly checking the contents without making any changes.
  • Print - Provides an option to print the fee note.
  • Download - Allows you to download the fee note in a digital format (e.g PDF)
  • Attachments - Enables you add or view attachments related to the Fee Note. Attach supporting documents or any relevant files
  • Comments - Enables you to add comments or view existing comments on the Fee Note. Facilitate internal discussions and notes regarding the document. 
  • System Reminders - Set reminders for follow-up actions related to the Fee Note. Keep track of important dates and actions to ensure timely follow-ups.