Billing and invoices
Legal invoices built from work you have already recorded
Time, expenses and fee instalments are kept per matter. When you are ready, ClerkMind gathers them into a draft invoice in denars, with a VAT summary, the amount in words and the firm's giro account.
From notes of hours to an issued invoice
An invoice is usually assembled at month end, from notes, receipts in a drawer and a Word template. ClerkMind builds it from the records you make as you work.
The usual wayHours are jotted on a slip and added up at invoicing time.
With ClerkMindThe timer in the header runs while you work on the matter, and stopping it opens the time entry.
The usual wayThe court fee receipt waits in a drawer until month end.
With ClerkMindThe expense is entered with a photo of the receipt, stored locked in the matter's „Expenses“ folder.
The usual wayThe invoice is typed in Word, and the amount in words is worked out by hand.
With ClerkMindThe draft invoice collects unbilled items, and the PDF carries a VAT summary by rate and the amount in words.
The usual wayWhat is paid and what is not is read off the bank statement.
With ClerkMindAn issued invoice is marked paid with a date, and the summary shows what is unbilled, unpaid and paid.
Billing in ClerkMind
Three tabs, Time, Expenses and Invoices, for the whole firm or for one lawyer.
Time tracking with a timer
A time entry has a matter, lawyer, date, duration and hourly rate. Durations are typed short, „230“ is two hours thirty, and work that is not billed is marked non-billable. Invoiced entries are locked.
Expenses with their receipts
An expense is a disbursement for the client or a recharged firm cost, with supplier, amount, VAT and who paid. Suggestions such as „Court fee for a lawsuit“, „Notary certification“ or „Land register extract“ save typing, and costs a lawyer paid personally are marked when reimbursed.
A fee agreement per matter
Bill a matter by the hour, as a fixed fee in instalments, or per action. Instalments fall due at signing, on a date, at the end of a phase or when a condition is met, and ClerkMind checks that they add up to the agreed amount.
The firm's price list
The administrator keeps the firm's price list, for example „Representation at a hearing“ with its price and VAT. Lawyers charge actions from the list and can adjust the price on a particular matter.
An invoice in denars with every detail
The PDF has a VAT summary by rate, the amount in words, giro account and bank, the firm's tax and registration numbers, date of supply and signatory. Numbering is yearly, as in 2026/0001, and the issued invoice is stored, locked, on the matter.
Paid and unpaid
An issued invoice is marked paid on a date. The „Unbilled work“ summary shows unbilled work, invoiced but unpaid, including the overdue part, and invoiced and paid.
From work to invoice
Record as you work
Use the timer, time entries and expenses with receipts on the matter, as the work happens.
Create a draft
„Create draft“ picks the matter's unbilled items, and the administrator is notified that a draft is waiting.
Issue and follow up
The administrator issues the invoice with a yearly number, the PDF is saved on the matter, and payment is marked when it arrives.
Invoicing the Macedonian way
- Amounts are in denars, and the amount in words is written in Macedonian.
- Tax number (ЕДБ), registration number (ЕМБС) and giro account are checked as you type, and the bank is recognised from the giro account.
- A firm that is not VAT-registered gets an invoice noting that no VAT is charged.
- The invoice and VAT register downloads as a PDF for any period, to help with the tax return.
Questions about billing and invoices
What does the invoice show?
The firm's and client's details, the line items, a VAT summary by rate, the total and the amount in words, giro account and bank, tax and registration numbers, date of supply and signatory. The administrator enters the firm's details once.
Who can issue an invoice?
Any lawyer who can edit the matter can create a draft. The firm's administrator issues the invoice. An issued invoice is not edited; it can be cancelled if it has not been paid.
What if a lawyer paid an expense personally?
The expense records who paid it. Such costs add up under „Unreimbursed expenses“ and are marked reimbursed when the firm pays them back. The „Expense reimbursements“ report shows what is owed to each person.
Can I bill a fixed fee in instalments?
Yes. A matter's fee agreement can be a fixed amount split into instalments, each with its own trigger. ClerkMind also compares the time spent with the agreed amount.
How is payment tracked?
You mark an issued invoice as paid with the payment date. The billing summary shows unpaid invoices and how much of them is overdue.
Can I see billing per client?
Yes. From the client page, Billing gathers time, expenses and invoices across all of that client's matters.
Bring your matters in and see the whole office on one screen.
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