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Setting Up Invoice Email Branding and Content in LeanLaw

How to set up LeanLaw's email service for invoice delivery — including sender name and address, email subject line, body text, logo, account summary, and payment link configuration.

LeanLaw's built-in email service lets you send invoices directly from LeanLaw with your firm's branding — rather than routing through QuickBooks Online or a separate email client. This article covers the full email setup: sender configuration, subject line, body text, logo, account summary, and payment links.

📋 Before you begin: LeanLaw's email service integrates with LeanLaw Payments for payment links. If your firm uses or plans to use electronic payments, connect your Confido Legal account first (Settings → Confido Legal). The email service works without Confido Legal, but payment buttons in emails require an active Confido Legal account.

 

Accessing Email Settings

  1. Click the gear icon ⚙️ to open Settings.
  2. In the left-hand menu, scroll to Invoice Email.
  3. Click Email Settings to open the configuration page.

 

Sender Information (Required)

Two fields are required before the email service can send invoices:

Field

What to Enter

Sender Name

Your firm's name as it will appear in the 'From' field of the email (e.g., 'Smith & Associates Law Firm').

Sender Email

The email address invoices will be sent from. This should be a monitored firm email address — clients may reply to it.

 

Email Subject Line

Configure the default subject line for invoice emails. This subject line is used for all invoices sent through LeanLaw unless overridden at send time. You can select from the dropdown a professional template or create your own.

Best practice formats for creating your own:

  • Invoice from [Firm Name] — [Month Year]: g., 'Invoice from Smith & Associates — May 2025'
  • Invoice #[Invoice Number] for [Client Name]: g., 'Invoice #1042 for Acme Corp'

 

💡 Tip: Keep the subject line professional and specific enough that clients can identify the email at a glance. Avoid generic subjects like 'Invoice' that may be filtered or ignored.

 

Email Body / Intro Text

Set a default body text that appears at the top of every invoice email. This is a good place for:

  • A brief greeting and billing period reference (e.g., 'Please find attached your invoice for services rendered in May 2025.')
  • Payment instructions or due date language
  • Contact information for billing questions

The body text can be customized at send time for individual invoices — the default set here is just the starting point.

 

Logo in Email

Your firm logo can be displayed at the top of invoice emails. Add your firm's logo under the Body of the email. Note: This logo is the same as the one on your invoice PDF templates.

 

Account Summary in Invoice Emails

The account summary block adds a financial snapshot to every invoice email — showing the client their Balance Forward, New Charges, Payments Received, and Total Amount Due.

To enable the account summary in invoice emails:

  1. Go to Settings → Invoice Email → Email Settings.
  2. Toggle the Account Summary on.
  3. Save Settings.

Once enabled, the account summary will appear automatically in all invoice and reminder emails going forward.

📋 Trust/retainer balance: If the client has a trust or retainer balance, the account summary will also show the Starting Retainer Balance, Ending Retainer Balance, and Minimum Retainer Balance. If you need it to reflect "Trust" instead of "Retainer," reach out to the Solution Engineering or Customer Success teams to have it enabled.

 

CC and BCC

Email Settings includes CC and BCC fields for adding firm staff to all invoice emails automatically — useful if a billing administrator or partner should receive a copy of every invoice sent.

 

Payment Links in Invoice Emails

If your firm uses Confido Legal for electronic payments, invoice emails can include payment buttons:

Payment Link Type

What It Does

Invoice Payment Link

Clients pay the invoice total. They can choose to pay less than the full amount.

Full Balance Link

Clients pay their entire outstanding account balance. Not available if no other balance exists — defaults to Invoice Payment Link.

Trust Replenishment

Clients replenish their retainer/trust balance. Appears alongside or instead of the invoice payment link depending on trust balance status.

 

📋 Confido Legal required: Payment links require an active Confido Legal account. Contact LeanLaw's Solution Engineering or Customer Success team for more information.

 

Invoice Reminder Emails

LeanLaw can send automated reminder emails to clients with outstanding balances. To set up reminders:

  1. Go to Settings → Invoice Email → Email Settings → Reminders.
  2. Customize the subject line and body of the reminder email, or use the default.
  3. Save Settings.

To send a reminder manually, go to Billing → Manage Invoices → Track Sent Emails, select the invoices, and click Send Reminder. Reminders include the original payment link(s) and attachments.