Project-Level Billing Settings

In the Settings tab, project Admins can view and edit the project’s rate schedule and invoice terms, add billing contacts, choose an invoice template, and more. 

Payments by Filevine users can also set the project’s default deposit destination for payments made via project-specific payment links (invoice payment requests and project funds payment requests).

• Rate Schedule, Invoice Terms, Client Matter ID
• Project Billing Contacts
• Invoice Template
• Deposit Destination

Rate Schedule, Invoice Terms, Client Matter ID

At the top of the project’s Settings tab are three settings: rate schedule, invoice terms, and client matter ID.

If you have an Org default for either rate schedule or terms, these will be filled in automatically, but they can be overridden in the project. To change either the rate schedule or the terms, click on the dropdown menu and select the option that you want this project to use. 

Note: Changing the rate schedule will apply the new rate schedule to any billing items that are not on finalized invoices. Ensure that you are aware of this before continuing.

Client Matter ID is used to create LEDES-compliant bills. To add a Client Matter ID, enter it in the respective field.

Project Billing Contacts

Project billing contacts receive billing communications: invoice emails and email related to project funds. Billing contacts are set at the project level.

The main project contact is listed as a billing contact by default, and cannot be removed through the Project Billing Contacts list (though it can be deselected to receive billing emails). You can choose up to five additional contacts to receive billing communications.

Add Billing Contacts

Beneath the Project Billing Contacts header, click + Add Contact and search for the user you’d like to add. 

By default, the search includes existing project contacts. Deselect Limit to project contacts to search all contacts across the Org. Users with the contact creation permission can also create a new contact by clicking Add Contact in the dropdown.

Select or create the desired user. By default, Receive Billing Emails is selected for that user. If a user in this list does not have this option selected, they will not receive communications.

Note: If a warning icon appears by a billing contact, that contact does not have an email address and cannot be selected to receive billing emails. Add an email address to that contact and then select Receive Billing Emails to add them to billing communications.

To remove a billing contact, click the trashcan icon next to their name and then confirm. 

Multiple Billing Contacts

At least one contact must have Receive Billing Emails selected. If no user is selected, or if no contacts can receive emails (because they don’t have an email address), then no billing emails will be sent for that project.

The billing email will be sent to all selected contacts. If the main project contact is selected, they will be the email’s primary recipient, and all other recipients will be CCed. If the main project contact is not selected, all contacts will be listed as primary recipients. In any case, the email will still be addressed to the main project contact.

Note: If a contact has multiple email addresses, all of their email addresses will be included on the email. 

Additional Contact on Invoice

If you’d like to include a second party on the invoice PDF, in addition to the main project contact, choose that party from your project contacts here. 

The chosen contact’s information becomes available to be used in the invoice template. 

Invoice Template

If you have set a default invoice template at the Org-level (selected in Billing Setup > Invoicing > Invoice Templates), the project invoice template will be filled in automatically. The invoice template can be overridden at the project level.

To change the project-level invoice template, select a different template from the dropdown in this subsection. for the invoice template, 

, these will be filled in automatically, but they can be overridden in the project. To change either the rate schedule or the terms, click on the dropdown menu and select the option that you want this project to use. 

You can set the invoice template for the project by selecting the desired invoice template from the dropdown. 

Projects use their selected invoice templates for all invoices, regardless of where the invoice is generated. If you generate invoices in bulk in the Billing Advanced tool, each invoice is generated using the template selected for its project.

If a project’s selected invoice template is updated, or the template is changed, only invoices generated going forward are affected. 

Deposit Destination

Payment links generated from a Filevine invoice will use the selected “Invoicing” account as the default destination. Likewise, payment links generated from a Filevine project funds section will use the selected “Project Funds” account as the default destination.

Selecting the accounts here will apply only to this project, which will override the Org-level default. The Org-level default is set in the Billing Setup Advanced tool’s Payments subsection.