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Billing Workflow and Rule Settings in LeanLaw

How to configure LeanLaw's billing workflow and rule settings — including time rounding, minimum time increments, write-down enablement, invoice workflow stages, and other firm-wide billing rules.

LeanLaw's billing and workflow settings page (Settings →  Billing (Workflows/Fees) and Settings → Firm Info) controls the firm-wide rules that govern how time is tracked and how invoices move through the billing pipeline.

 

Invoice Workflow Stages

The invoice workflow determines how invoices move from creation to QuickBooks. Configure this in Settings → Billing (Workflows/Fees):

Workflow Option

Stages

Direct to QuickBooks Online

Invoices go straight to QuickBooks Online without a Draft or Approval stage.

Draft

Invoices are created as Drafts before being submitted to QuickBooks Online.

Draft and Approve

Invoices move through Draft → Approved before QuickBooks Online submission.

Draft, Review, Approve

Invoices move through Draft → Review → Approved → QuickBooks Online.

 

Time Rounding Settings

LeanLaw allows you to configure how time entries are rounded. Two settings control this behavior:

Default Time Entry Increment This determines the default value for hours on time entries. Four options are available:

  • 0.01 – 1-minute increments
  • 0.1 – 6-minute increments. Most common for hourly billing firms.
  • 0.25 – 15-minute increments. Required by time clock laws in some jurisdictions. Select this if your state mandates quarter-hour rounding.
  • 0.5 – 30-minute increments.

Enforced Rounding When enabled, time entries will only be accepted when they are in increments of the selected rounding setting. If set to No (default), users can enter any time value regardless of the increment setting. If set to Yes, the system will reject entries that don't conform to the chosen increment.

To change these settings:

  1. Go to Settings → Firm Info (or the relevant settings section).
  2. Find the Default Time Entry Increment option and select your preferred increment.
  3. Optionally, enable Enforced Rounding to require all time entries to match that increment.

📋 Note: Changing the rounding increment only affects new time entries going forward — existing entries retain their original rounded value.

 

Write-Down Settings

Write-downs allow you to reduce billed hours or amounts on an invoice while preserving the original worked hours for productivity reporting. When enabled, write-down data is reflected across billable and productivity reports.

To enable write-downs:

  1. Go to Settings → Firm Info.
  2. Scroll to the bottom and check Enable Write-down for Time Entries.
  3. Click Save Changes.

📋 Note: Write-downs are a Pro feature. Once enabled, timekeepers can apply write-downs to time entries during invoice creation.

 

Additional Billing Settings

Other billing-related settings on the Billing (Workflows/Fees) page include:

  • Service Charges: Configure percentage-based service fees added to invoices (e.g., a 1.5% administrative surcharge).
  • Interest on Overdue Balances: Apply annual interest rates to outstanding invoice balances for long-running matters.
  • Reviewer Assignment: Designate reviewers for the Review stage of the invoice workflow.