Client Life Cycle - In uLaw
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The document outlines the client life cycle process for a law firm using uLawpractice software. It includes steps such as meeting with the client, creating the client and matter files, collecting the retainer, entering time dockets, expenses and other deposits, generating invoices, and closing the matter once complete. The key stages involve setting up the client and matter, tracking billable activities, issuing invoices, allowing payment, and generating documents and statements to close the file.
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Client Life Cycle - In uLaw
- 1. CLIENT life cycle 1 Meet & Greet the client iii a iii b 2 Create a client 5 Send a non- engagement letter if the client doesn’t send a retainer 6 Enter the court file number 4 Retainer iv a iv a Collect the retainer amount and Record payment method Provide the retainer receipt Print a retainer letter ii a ii b Enter the client details ii c Perform conflict screening PRE TAX FLAT RATE CONTIN- GENCY FLAT RATES PRO BONO FLAT RATES TIME BASED DOCKETS viii b viii c 8 viii a viii d ENTER Disbursements viii e viii f viii g APPLY discounts and write-offs if applicable Print conflict screening questionnaire Set Lawyer & Assistant rate Print a client ID Verification Create a matter 3 iii c iv b iv c vii e vii d vii c vii b vii a 1425 7678 768 687 687 980 789 789 456 16 9 ENTER other trust deposits and withdrawals Billable expenses Unit Rate expenses Mileage Travel time Consultancy expenses Pre-paid expenses Recovery expenses $ Enter the co source of ntact
- 2. GENERATE SEVERAL AUTOMATED DOCUMENTS 11 13 INVOICE payment via trust transfer 15 REPEAT 7-14 for each billing cycle 16 Generate court forms 14 ALLOW client to pay invoice balance directly from Invoice via credit card and deposit in the general account xi dxi exi f xi axi b xi c 21 22 SEND Final invoice, settlement account statement & general, trust accounts statements MARK the matter closed and archive it GENERATE Invoice Prepare a pre-bill Ensure invoice is raised to the right party Ensure taxes & totals are right Ensure the summary page is right Finalize the invoice Send the invoice to client by email Statement of activity Bills of costs Statement of Trust & General accounts Statement of Settlement CLARIFY QUESTIONS from client 12 xii a xii b xii c xii d 17 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 Sun Mon Tue Wed Thur Fri Sat ‘17 18 TRACK account statements in general and trust accounts on a WEEKLY BASIS 20 19 SENDyourclients aStatementofSettlementon aquarterlybasis SEND a closingletterat the time ofclosure 23 and print Statement of accounts for Trust& General accounts and archive it www.ulawpractice.com BUSINESS LETTER HEADS MASTER LETTER HEADS LABELS, MEMOS, ENVELOPES POWER OF ATTORNEY, WILLS & OTHER DOCUMENTS xvii d xvii c xvii a xvii b
- 3. MEET&GREET the client Chapter 1 Meet and greet the client cordially in a safe environment Provide a retainer receipt signed by both the client and the attorney Get all details of parties involved, if it's a joint party undertaking Create a Client ID verification document and ensure you collect a copy of government-issued photo ID. Provide them with detailed information about your fee structure, rates, other professional services, matter rate, disbursements, methods of communication moving forward & the risk of communicating via electronic media If the meeting does not go as desired and confirmation of retainer has not been provided by the client, do not forget to send a non-engagement letter to the client within 2 weeks. Conclude the meeting by documenting all this in a detailed retainer letter with a signature of the client Ensure you collect the negotiated retainer 1 2 3 4 5 6 7 8 1 Meet & Greet the client
- 4. CREATE a client Chapter 2 2 Create a client 2
- 5. 2 Chapter 2 Enter the source of contact ii a ii b ii c ii a Create a client
- 6. 2 ii a ii b ii c ii b Create a client Chapter 2 Enter the client details Enter all the fields for the client and click save
- 7. Chapter 2 Perform conflict screening 2 ii a ii b ii c ii c Create a client
- 8. 3 Chapter 3 CREATE 3 Create a matter a matter Enter Matter Title, Choose the Area Of Practice, Ensure Rates and Tax Rates are filled right and save
- 9. iii a iii b iii c Chapter 3 Print a client ID verification iii a 3 Create a matter Print a client ID verification Set Lawyer & Assistant rate Print conflict screening procedure
- 10. Chapter 3 Set Lawyer & Assistant rate iii b iii b iii c 3 iii a Create a matter Print a client ID verification Set Lawyer & Assistant rate Print conflict screening procedure
- 11. Chapter 3 Print conflict screening questionnaire iii c iii c3 iii a iii b Create a matter Print a client ID verification Set Lawyer & Assistant rate Print conflict screening procedure
- 12. 4 Chapter 4 RETAINER 1425 7678 768 687 687 980 789 789 456 16 Law society guidelines: uLaw follows Law society guideleines for a written retainer and ensures they are met • Nature and scope of a matter • Obligations to be fulfilled by the client • The timetable or expected course of the representation • The method and frequency of communication • Fee/cash retainer arrangements • The manner in which a paralegal or client may terminate the retainer • The use of agents/duty counsel for routine appearances • Lawyer/Paralegal–Client confidentiality • The client’s assumption of the risks associated with the use of e-mail and texting Components of a written retainer: YES NO Retainer
- 14. Chapter 4 Collect the retainer amount and record the payment method iv a iv b 4 1425 7678 768 687 687 980 789 789 456 16 iv c Collect the retainer amount and record payment method Provide the retainer receipt Print a retainer letter RETAINER
- 15. Provide the Retainer receipt Chapter 4 iv b 1425 7678 768 687 687 980 789 789 456 16 iv c iv a 4 Collect the retainer amount and record payment method Provide the retainer receipt Print a retainer letter
- 16. Chapter 4 Print a retainer letter 4 1425 7678 768 687 687 980 789 789 456 16 iv civ a iv b Collect the retainer amount and record payment method Provide the retainer receipt Print a retainer letter
- 17. 4 1425 7678 768 687 687 980 789 789 456 16 iv civ a iv b Collect the retainer amount and record payment method Provide the retainer receipt Print a retainer letter Chapter 4 Print a retainer letter
- 18. 4 1425 7678 768 687 687 980 789 789 456 16 iv civ a iv b Collect the retainer amount and record payment method Provide the retainer receipt Print a retainer letter Chapter 4 Print a retainer letter
- 19. Chapter 5 SEND a non–engagement letter if the client does not retain 5
- 20. ENTER the court file number Chapter 6 6 Enter the court file number
- 21. ENTER dockets Chapter 7 Record the following dockets: 1 2 3 4 5 Time based dockets Flat rates Pro bono Pre tax flat rate Contingency flat rate Enter dockets
- 22. Time based dockets Chapter 7 vii e vii d vii c vii b vii a Enter dockets The Docket or activity is invoiced based on the time you indicated as billable eg: 1/2hr work can be charged 1.3 or 1hr and 18mins of billable time at the standard rate as shown below
- 23. Flat rates Chapter 7 vii e vii d vii c vii b vii a Enter dockets Fixed flat rate e ai the a e regardless of the time spent on the activity eg: 1/2hr work can be charged $300 flat rate for the docket
- 24. Pro bono Chapter 7 vii e vii d vii cvii b vii a Enter dockets k i e lecte the i v ice t ee e ai at
- 25. Pre Tax flat rate Chapter 7 vii e vii dvii c vii b vii a Enter dockets Negotiated rate ca e reworked for billing prior to taxation
- 26. Contingency flat rate Chapter 7 vii evii d vii c vii b vii a Enter dockets Flat rate ca e assigned for contingency purposes
- 27. ENTER disbursements Chapter 8 viii b viii c 8 viii a viii d viii e viii f viii g $ Billable expenses Mileage Consultancy expenses Recovery expenses Prepaid expenses Unit Rate expenses Travel time expenses 1 2 6 7 5 4 3
- 28. Chapter 8 Billable expenses viii b viii c 8 viii a viii d viii e viii f viii g $ Expenses billed to the client e.g Use this if you are billing by actuals which means you spent this in your general account and you want to recover the exact amount in the invoice
- 29. Chapter 8 Unit rate expenses viii c 8 viii a viii d viii e viii f viii g $ viii b Expenses billed to the client ca e based on unit rate of the item Eg: Fax, Photocopies, Stamps, if there was an expense incurred for this don't forget to enter them as well
- 30. Chapter 8 Mileage viii b 8 viii a viii d viii f viii g $ viii c viii e Expenses billed to the client based on the mileage traveled
- 31. Chapter 8 Travel time viii b viii c 8 viii d viii f viii g $ viii a viii e Expenses billed to the client based on the amount of time traveled for the matter
- 32. Chapter 8 Consultancy expenses viii b 8 viii eviii d viii f viii g $ viii a viii c Expenses billed to the client based on outsourced consultancy e.g. As shown below, if the trial was attended by Meghan Law Office then you would pass on the charges or mark up or mark down the charges to your client
- 33. Chapter 8 Recovery expenses viii b 8 viii d viii f viii g $ viii a viii c viii e Expenses billed to the client to recover cost of matter. eg: Service fee, surcharges, Note that you are allowed to mark-up or mark- down the recovery cost from the original cost of the expense. You are even allowed to not pass disallowed expenses like surcharges, tip etc.
- 34. Prepaid expenses Chapter 8 viii b 8 viii d viii f viii g $ viii a viii c viii e Expenses billed to the client based on prepaid expenses
- 35. 9 ENTER other trust deposits and withdrawals Chapter 9 Settlement payment deposit into Trust account
- 36. Chapter 9 Settlement payout 9 Issue settlement payment out of into Trust account directly
- 37. Chapter 9 Trust deposit 9 Other payment deposits eg: Mortgage deposits, real estate deposits, etc.,
- 40. Chapter 10 APPLY discounts and write-off if applicable APPLY discounts and write-offs if applicable
- 43. 11 Chapter 11 Prepare a pre-bill xi d xi e xi f xi a xi b xi c Prepare apre-bill Ensure taxes&totalsare right Invoice
- 44. 11 Chapter 11 Prepare a pre-bill xi d xi e xi f xi a xi b xi c Prepare apre-bill Ensure taxes&totalsare right Invoice
- 45. Chapter 11 Ensure taxes & totals are right 11 xi d xi e xi f xi c xi a xi b Prepare apre-bill Ensure taxes&totalsare right Invoice
- 46. BALANCE IN TRUST DATE INVOICE NO. -$30.95 25th of August, 2017 0002675 info@ulawpractice.com (647)894-7222 www.ulawpractice.com T E R M S Payment is due upon receipt. Interest at the rate of 1.5% per month will be applied on all unpaid balances after 30 days. Roger Moore Law Firm Suite # 1, 123 Main Street Brampton Ontario Canada K3R 5T6 Mr. Yannick Nova 71 King Street Toronto ON Canada Title: Yannick Vs Stefan - Fence Issue - YN-258771 Date Item Description Unit Cost/hr Time (hh:mm) Amount 2017-08-25 Inital Client Meeting Ä This is my first meeting with the client $200.00 1:00 $200.00 Total Billable Before Taxes $200.00 Taxes (13.00%) $26.00 Total Billable After Taxes $226.00 Page 1 of 4 Chapter 11 Ensure the invoice is raised to the right party 11 xi d xi e xi f xi c xi a xi b xi c Ensure thesummarypage isright Finalize theinvoice Send theinvoicetoclient byemail Prepare apre-bill Ensure taxes&totalsare right Invoice
- 47. Chapter 11 Ensure the summary page is right 11 xi e xi f xi c xi a xi b xi c xi d Ensure thesummarypage isright Finalize theinvoice Send theinvoicetoclient byemail Prepare apre-bill Ensure taxes&totalsare right Invoice
- 48. Chapter 11 Finalize the invoice 11 xi c xi a xi b xi d xi e xi f Ensure thesummarypage isright Finalize theinvoice Send theinvoicetoclient byemail Prepare apre-bill Ensure taxes&totalsare right Invoice
- 49. Send the invoice by email Chapter 11 11 xi c xi a xi b xi d xi e xi f Ensure thesummarypage isright Finalize theinvoice Send theinvoicetoclient byemail Prepare apre-bill Ensure taxes&totalsare right xi f. Invoice Finalize the invoice
- 50. 12 Chapter 12 CLARIFY questions from client
- 51. 12 xii a xii b xii c xii d Chapter 12 Statement of activity
- 52. 12 xii a xii b xii c xii d Chapter 12 Statement of activity
- 54. 12 xii a xii b xii c xii d Chapter 12 Bills of costs Title Yannick Vs Stefan - Fence Issue File # YN-258771 Tax Number # N/A Date 26th of August, 2017Mr. Yannick Nova 71 King Street Toronto ON Canada Legal Fees Date Invoice Billed Fee Billed HST GST PST 25th August, 2017 Legal Fee Invoice #2675 Yannick Nova, YN-258771 $200.00 $26.00 Total ($226.00) $200.00 $26.00 Disbursements Date Disbursement Incurred Billed HST GST PST 25th August, 2017 Disbursement: Court fee Invoice #2675 Yannick Nova, YN-258771 $60.00 25th August, 2017 Disbursement: Fax Invoice #2675 Yannick Nova, YN-258771 $60.00 $7.80 25th August, 2017 Disbursement: Paralegal Fees Invoice #2675 Yannick Nova, YN-258771 $125.00 $16.25 Total ($269.05) $245.00 $24.05
- 55. 12 xii a xii b xii c xii d Chapter 12 Statement of Trust & General accounts
- 56. 12 xii a xii b xii c xii d Chapter 12 Statement of Trust account
- 57. 12 xii a xii b xii c xii d Chapter 12 Statement of Trust & General accounts
- 58. Chapter 12 Ledger Statement for Accounts Receivable 01st of January, 1990 to 26th of August, 2017 Dated: 26th of August, 2017 Mr. Roger Moore Clients General Ledger Client Account : Mr. Yannick Nova Matter :Yannick Vs Stefan - Fence Issue File Number YN-258771 Date Particulars Fees (billed to client) /Expenses (on behalf of client) Payments on Account Balance Owed Fri, Aug 25th, 2017 Legal Fee Invoice #2675 Yannick Nova YN-258771 $226.00 ($200.00 + $26.00) $226.00 Fri, Aug 25th, 2017 Disbursement: Court fee Invoice #2675 Yannick Nova YN-258771 $60.00 ($60.00) $286.00 Fri, Aug 25th, 2017 Disbursement: Fax Invoice #2675 Yannick Nova YN-258771 $67.80 ($60.00 + $7.80) $353.80 Fri, Aug 25th, 2017 Disbursement: Paralegal Fees Invoice #2675 Yannick Nova YN-258771 $141.25 ($16.25 + $125.00) $495.05 Fri, Aug 25th, 2017 Trust Transfer: Disbursement: Paralegal Fees Invoice #2675 Yannick Nova YN-258771 Disbursement: Fax Invoice #2675 Yannick Nova YN-258771 Disbursement: Court fee Invoice #2675 Yannick Nova YN-258771 Legal Fee Invoice #2675 Yannick Nova YN-258771 $141.25 $353.80 Fri, Aug 25th, 2017 Trust Transfer: Disbursement: Paralegal Fees Invoice #2675 Yannick Nova YN-258771 Disbursement: Fax Invoice #2675 Yannick Nova YN-258771 Disbursement: Court fee Invoice #2675 Yannick Nova YN-258771 Legal Fee Invoice #2675 Yannick Nova YN-258771 $226.00 $127.80 Statement of General account 12 xii a xii b xii c xii d
- 59. 12 xii a xii b xii c xii d Chapter 12 Statement of settlement Title Yannick Vs Stefan - Fence Issue File # YN-258771 Tax Number # N/A Date 26th of August, 2017Mr. Yannick Nova 71 King Street Toronto ON Canada etainers Date etainer De osits ithDra als 21st August, 2017 etainer re Yannick Nova re YN-258771 Che ue:5654 $600.00 Total $600.00 $600.00 $0.00 Other Trust Funds Date Other Trust Funds De osits ithDra als 25th August, 2017 Disbursement Other Pa out from Trust: Yannick Nova , YN-258771 Che ue #444 A lication Fee $74.00 Total Other Trust Amounts -$74.00 $0.00 $74.00
- 60. Chapter 12 Statement of settlement 12 xii a xii b xii c xii d
- 61. Chapter 12 12 xii a xii b xii c xii d Statement of settlement
- 62. Chapter 13 INVOICE payment via Trust transfer 13
- 63. Chapter 13 13 Invoice payment via trust transfer
- 64. Chapter 14 ALLOW client to pay invoice balance directly from Invoice via credit card and deposit in the general account 14
- 65. Chapter 14 14 Payment from client
- 67. Chapter 15 REPEAT steps 7–14 for each billing cycle 15 REPEAT 7-14 for each billing cycle 11 Invoice CLARIFY QUESTIONS from client 12 13 INVOICE payment via trust transfer 14 ALLOW client to pay invoice balance directly from Invoice via credit card and deposit in the general account 8 ENTER Disbursements APPLY discounts and write-offs if applicable 9 ENTER other trust deposits and withdrawals $
- 69. Chapter 16 16 Generate court forms Generate court forms
- 73. Chapter 17 xvii d xvii c xvii a xvii b Generate several automated documents Generate business letters
- 74. Chapter 17 xvii d xvii c xvii a xvii b Generate several automated documents Business Letter heads
- 75. 18 TRACK account statements in general and trust accounts on a WEEKLY BASIS Chapter 18 TRACK account statements in general and trust account on a weekly basis Repeat chapter 12 c on a weekly basis 12 xii a xii b xii c xii d 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 Sun Mon Tue Wed Thur Fri Sat ‘17
- 76. Chapter 19 SEND your clients a Statement of Settlement on a quarterly basis Repeat chapter 12 d on a quarterly basis Jan Feb Mar April May June July Aug Sept Oct Nov Dec ‘17 19 SEND your clients a Statement of Settlement on a quarterly basis 12 xii a xii b xii c xii d
- 77. Chapter 20 SEND a closing letter at the time of closure 20 SEND a closing letter at the time of closure
- 79. Chapter 21 SEND final invoice, settlement account statement & general, trust account statements Repeat chapter 11 e and 12 c 12 xii a xii b xii c xii d 21 SEND Final invoice, settlement account statement & general, trust accounts statements 11 xi c xi a xi b xi d xi e xi f Ensure thesummarypage isright Finalize theinvoice Send theinvoicetoclient byemail Prepare apre-bill Ensure taxes&totalsare right
- 80. Chapter 22 MARK the matter closed and archive it 22 MARK the matter closed and archive it
- 81. 22 MARK the matter closed and archive it Chapter 22 MARK the matter closed and archive it
- 82. Chapter 23 GENERATE and print Statement of accounts for Trust & General accounts and archive it Repeat chapter 12 c and print the statements for documentation and audit 12 xii a xii b xii c xii d GENERATE 23 and print Statement of accounts for Trust& General accounts and archive it
- 83. Copyright SuperFluid Software Inc. 2017 E N D 24