BILLING: send invoices in bulk by email

 

This new feature allows you to send by email a set of invoices or reminders in a single operation.

 

 

GOOD TO KNOW: sending invoices in bulk by email is applicable whether you are using the massive invoicing feature of Kleos or not.

 

This feature is not automatically available but can be activated on demand, please contact us.

 

To know more about configuring and using this feature and view related videos, please access the dedicated section by clicking here.

 

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BILLING : set office expenses percentage at case or case type level 

Until now it was already possible to set an automatic percentage of expenses (so-called “Office Expenses”) to be invoiced based on a percentage of the fees of an invoice.

 

This percentage was applied to all the invoices, and could only be changed, manually, on each invoice if needed.

 

Kleos 6.8 introduces the possibility to set a percentage of Office Expenses at four levels (each level overruling the rate defined at the level above itself):

  • law firm level
  • case-type level
  • case level
  • invoice level

 

GOOD TO KNOW: the possibility to set office expenses is allowed only to the user who has access to the billing setting (Billing and Setup > Billing Configurations).

 

Setting a percentage of Office Expenses at LAW FIRM LEVEL

From the Configuration menu, select Billing and then Office Expenses

You may then select a Rate that will be applied to all the coming invoices:

 

 

Setting a percentage of Office Expenses at CASE TYPE LEVEL

From the Configuration menu, select Case , then Case types and double click on the desired case type.

You may then check the box Custom office expense rate and enter an Office Expenses rate to be applied to all invoices created in cases of this type.

 

 

Setting a percentage of Office Expenses at CASE LEVEL

Inside a case, in the Billing tab, More… Options you may:

  • See if the percentage of office expenses is inherited from the percentage defined on the Case type or Office level (radio button “Based on Case type/Office level”);
  • Define a custom value for the case (option “Case specific rate”).
    The value of the percentage cannot be equal to 0%.
  • Disable the office expenses calculation for the case

 

 

Also, in the Billing tab of a case, sub tab Billing conditions, Invoicing the same information is visible :

 

 

When invoices are created

Kleos automatically applies the office expenses percentage based on the following behaviour:

 

    • SITUATION 1: percentage value defined only at law firm level
      • The expense percentage is based on the value defined for the law firm
    • SITUATION 2: percentage value defined both for the office and for the case type
      • The expense percentage is based on the value defined for the case type
    • SITUATION 3: percentage value defined for the office, case type and case
      • The expense percentage is based on the value defined for the case, (and can still be changed at invoice level)

GOOD TO KNOW:

  • The percentage of office expenses is applied only when creating a new invoice.
  • Changing the percentage on the case, or case type level, or law firm level will not impact existing invoices.

 

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TASKS: link a document to a task (or create a new document)

 

A Documents tab has been added inside the screen of a task:

 

 

GOOD TO KNOW :

  • This Documents tab is only accessible if the task has been previously saved (using the Save button top right if the window:

 

 

  • Also, adding document(s) to a task is only possible if the task is linked to a case

 

From the Documents tab you can either:

 

 

Create a new document (from a template) using the +New button

The document will be added to the case and linked to the task.

 

Import a document from a case

You in fact select one or several documents (checking the box for each of them).

The selected document(s) will in fact not be really imported but linked to the task.

 

Import a document from a local disk

The document will be added to the case and linked to the task.

 

 

GOOD TO KNOW:

  • The Documents tab is only accessible if the task has been previously saved (using the Save button top right if the window:
  • Adding document(s) to a task is only possible if the task is linked to a case
  • The documents are linked to a task, they are not duplicated.
  • They can be edited indifferently from the task or from the case

 

 

Several documents (no real limitation) can be created/linked/imported to any task and they appear here :

 

 

VERY IMPORTANT: make no confusion between the buttons Delete and Remove from list

 

 

  • Remove from list will simply unlink the document
  • Delete (danger!) will indeed delete the document in the case (with a confirmation window) and it will not be possible to recover it !

 

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USABILITY: select office members in a faster way

 

In some areas of Kleos where selecting an office member is required (or useful), is it now possible to do that in faster way.

 

REMINDER: Until now, the only way of selecting an office member was browsing the full list of the members, which can be tedious when they are numerous :

 

 

Browsing the list is still possible, but you can also directly type the name, or part of the first name/last name of the desired member.

 

The matching office member(s) will instantly appear in a short list.

 

Typing <enter> will select it (you can also select it from the short list if several matches are found).

 

 

This improvement has been implemented in most used screens of Kleos, like (but not only):

 

  • Searching a case
  • Searching a document
  • Creating/Editing an activity
  • Creating/Editing a calendar entry
  • Creating/Editing a task

 

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USABILITY:  improvements in Kleos for Outlook

 

  • Saving a draft email: the flow has been improved
  • Booking an activity in case where the cap set (budget) has been exceeded: the warning message is now less invasive

 

To know more about Kleos for Outlook click here

 

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PERFORMANCE : improvement of specific scenarios

 

A set of actions have been put in place, both on our servers and inside this version of Kleos in order to improve the user experience, and more specifically:

 

  • Reduce time to search and show documents (case level and general level)
  • Reduce time to access a case with many authorizations
  • Reduce time to show notes in a case
  • Reduce number of useless refreshes (on non-visible lists)
  • Reduce time to preview/open sent emails: from now on, the large attachments of an outgoing email will not be loaded by default when previewing/opening the email.
    This can make a big difference, typically when the purpose is just to read the message itself.

 

GOOD TO KNOW: This last improvement It is only applicable to emails created using the internal email editor of Kleos and is not retroactive.

It will be visible:

  • Automatically for emails sent after deploying Kleos 6.8
  • Manually for emails sent before Kleos 6.8 was deployed: open and ‘Save’ the email to take advantage of the improvement

 

CHECK YOUR OWN PC: the global performance of Kleos also depends on the technical characteristics of your computer and your internet connection.

 

To see the recommended configuration we kindly invite you to view this page: https://landing-kleos.wolterskluwer.com/EN_support_install

 

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