Billing, Payments and e-Invoice

Billing in LawServa turns recorded time and disbursements into numbered bills with SST on professional fees, tracks what each client owes, and sends each bill to LHDN MyInvois as an e-invoice. Vouchers control disbursements, Payments collects money online, and Costs Orders and Bills of Costs record costs the court has ordered. Partners and accounts staff use these screens.

Before You Start

Each screen has its own permission: billing, vouchers, payments, costs orders, bills of costs and e-invoice. e-Invoice Settings needs the e-invoice management permission. Your firm's SST registration is set in the firm profile under Firm Management.

Creating a Bill

1. Choose Billing under Money.
2. Press New Invoice and choose the client and matter.
3. Press Create Draft.
4. Open the draft. Add items with Add Line, and write the Narrative or use Draft Narrative to have AI Lawyer suggest one, then Save Narrative.
5. If the matter has disbursements not yet billed, press Add Disbursements to pull them onto the bill.
6. Check the total, then press Issue Invoice.

To abandon a draft, press Cancel Draft. Once issued, the bill can be sent with Email Client and printed as a PDF.

Raising a Credit Note

1. Open the issued bill.
2. Press Credit Note. The Raise a Credit Note dialog opens.
3. Enter the amount and the reason.
4. Press Raise Note.

Recording a Receipt

Open the bill and press Record Receipt. Choose the method and whether the money is paid from client account or received directly. The Billing list shows each bill's total, amount paid and outstanding balance, and the Ageing panel shows how long debts have been owed.

SST

SST is charged on professional fees, not on disbursements, when the firm is registered for SST.

Vouchers

Choose Vouchers under Money to request a disbursement. Press Raise Voucher, complete Raise a Voucher and submit. A voucher goes through two levels of approval before it is paid; approvers press Approve or Refuse.

Payments

Payments is a tab of Billing. LawServa takes online payments through Billplz.

Setting Up the Gateway

1. Open Billing > Payments.
2. In the Billplz panel, choose Which Billplz: Sandbox, for practice, or Live, real money.
3. Enter the API Key, the Collection and the X-Signature Key from your Billplz account.
4. Enter the gateway's Fee per Payment (RM) and Fee Percentage, and Most the Firm Will Absorb, Client Account (RM).
5. Press Save Gateway.
6. Copy the two addresses under Tell Billplz Where to Send Confirmations (the server-to-server confirmation address and the page where the payer lands) into your Billplz settings.

Asking a Client to Pay

1. Press Request Payment. The Ask a Client to Pay dialog opens.
2. Choose the Client, the File and, for a bill, the Bill.
3. Enter the Amount (RM) and What It Is For (the client sees this on the payment page).
4. Choose Where the Money Goes: a bill is office money, while a deposit, stamp duty or stakeholder money goes to client account.
5. Choose How They May Pay and when the Link Expires, and add Their Email or Their Mobile.
6. Press Create Link and send the link to the client.

Each request shows as Waiting, Paid, Failed, Expired or Cancelled, and Cancel It withdraws one still waiting. When a client pays, LawServa records the money in the ledger at the same time and shows any processing fee as coming out of office account. What the Gateway Told Us shows each confirmation received.

Costs Orders and Bills of Costs

Costs Orders records what the court ordered: who must pay whom, a fixed sum or costs to be taxed, and the date to pay. Press Record Costs Order to add one. Bills of Costs holds the bills the firm prepares for taxation. See Costs Orders and Bills of Costs for the full steps.

e-Invoice

e-Invoice is a tab of Billing and is the register of documents sent to LHDN MyInvois.

Use Check Status to refresh a submission, File Again to retry, and Cancel Filing to cancel within LHDN's window. Build Consolidated prepares a month-end consolidated e-invoice. Queue Backlog sends bills that have never been filed.

e-Invoice Settings

The e-Invoice Settings tab sets up the firm's MyInvois connection.

Press Save Settings when done.

Frequently Asked Questions

Why Can I Not Delete an Issued Bill?

Bills are numbered without gaps and must remain on record. Correct them with a credit note.

What If LHDN Rejects an e-Invoice?

Read the rejection reason in the e-Invoice register, correct the underlying details, and use File Again.

Is SST Charged on Disbursements?

No. LawServa charges SST on professional fees only.

Who Pays the Payment Gateway Fee?

LawServa shows the processing fee as coming out of office account, never client account.

Related Guides

• Time Recording
• Client Account and Bank Reconciliation
• Quotations