Smart control for lawyers. Fast time tracking, billing and reporting

Transcription

1 Smart control for lawyers Fast time tracking, billing and reporting

2 Why KeyVision? KeyVision allows lawyers to monitor all key factors in their business: full reports about revenues, unpaid invoices, efficiency for each lawyer and for the company, billing status, clients, contracts, time spent per each contract, file or project. Instant access to vital information and performance indicators in a single page dashboard; Full time tracking features considering worked hours and billable hours per lawyer, contract, file or project; Fast calculation and issuing of invoices based on billable hours; Complete clients, contracts and files management; Management and tracking of cases; Comprehensive reports and performance analysis; Highly configurable application; Single database for the complete business management; Friendly interface; Fixed cost per user per month; KeyVision as a service No complications regarding infrastructure. No servers, no licenses, no initial investments. We take care of everything related to hosting and maintenance; Easy to use due to the intuitive and friendly user interface. Lawyers are not required to install any software or to read a user manual; Significantly lower costs due to small implementing and maintenance effort, and also to the elimination of licence purchase costs; Free and automated access to all new versions of the legal software KeyVision; High accessibility guaranteed, the only concern for lawyers being the internet connection; Hosting in professional data centers, with up-time guaranteed; 24/7 availability; Security and redundancy.

3 Dashboard Dashboard is the key element of KeyVision because it synthesizes all essential information for lawyers in a single page: vital performance indicators and reports that can be accessed based on user rights manager, senior lawyer or junior. Moreover, it provides a comprehensive view on company s financial health: efficiency, productivity, revenues, open invoices, top clients, top efficient lawyers and many others. How much I invoice? The legal software KeyVision automatically calculates the amount to be invoiced based on the current timesheets and contract settings. Also, presents an overall situation of issued, paid or open invoices. With a single look you will know how much you have to invoice for the current month and compare it to results on previous months. How much I cash in? You will know exactly how much your clients paid, what you must cash in and the total amount of open invoices. Plus, you can calculate the average number of days required to cash invoices for each client. What is my efficiency? Efficiency calculation is our specialty. In dashboard you have immediate access to this indicator, calculated for the current month or previous month, and it s evolution for the past 12 months. You can further detail this analysis for each lawyer. What is the status of my clients? To monitor clients is essential. KeyVision automatically calculates how many new clients you ve attracted in the current month, how many clients were active and how many generated revenues.

4 Timesheets We know that convincing lawyers to keep accurate and up to date timesheets can be difficult. KeyVision solves this problem by transforming the entire process of time tracking in a simple and fast one. We started with a calendar that highlights, in a single view, the status of timesheets for the current month: days with incomplete timesheets, days missing any record of worked hours, days with full timesheets and even holidays. Moreover, a series of reminders will notify you about any possible derails. KeyVision assists you throughout the entire process of time tracking, the user being guided to fill in certain information. Smart calendar. One look to understand the timesheet status. Green for complete and correct timesheet, orange for incomplete timesheet, red for the days missing timesheets, blue for holidays. Complete details regarding clients and contracts Time tracking is made taking into account the client, the contract, the file or even an explicit activity such as drafting a legal opinion. Comments in client s language KeyVision guides you even when filling in comments for each timesheet by suggesting the language preferred by the client. Validation of timesheets by the superviser KeyVision allows you to validate a timesheet before being included in an invoice. notifications for incomplete timesheets If an employee doesn t fill in the time-sheet or the timesheet is incomplete, you are automatically notified by .

5 Calendar Now you can access in a single page all planned activities for the current day, week or month. This means immediate access to court hearings, tasks, deadlines for ongoing projects, even reminders for unpaid invoices or contracts expired. You can easily identify them by colors: green for your own tasks and cases; grey for your colleagues tasks and cases; red for any exceeded task or cases; blue for holidays. All items can be edited with a single click, directly from the calendar. Tasks You can save daily tasks directly in KeyVision by simply filling in a form with basic information. Once saved, they become immediately visible in the calendar, both for the responsible person as well as for its colleagues. Reminders Reminders are available on the first page of KeyVision. This way, you can immediately see urgent tasks, contracts about to expire, court hearings or open invoices. Moreover, a simple click on a reminder will open a window with detailed information about it. Holidays You can define holidays and leaves directly from KeyVision. They will automatically become visible in the calendar and time-sheet page.

6 Court In KeyVision, the terms of court file or cases are implemented at all levels. Namely, once you have defined a client and a court file, you can track time on this file and you can record all cases at which you must participate. Each case will have complete information for lawyers. Additionally, KeyVision automatically notifies you about the date of the case. KeyVision looks after your court files To define a file is as simple as any other activity in KeyVision. You even have the possibility to set specific invoice fees global fees, fee per case, hourly fees. Organize your cases The legal software KeyVision helps you organize your activity. Starting with date, hour, location and status, you can record all information required by a complete management of cases. Each case with full information, including the resolution and comments published by portal.just.ro. Current status for active court files and cases You have access, in a single page, to a full situation regarding active file courts, with reference to the following case. From this window, you can edit files and sincronize the information with the ones published in portal.just.ro. Integration with portal.just.ro For each court file or case, you have the option to access the information published on portal.just.ro by courts or other competent institutions regarding the file in question. You can do this based on the file number and because of that is very important to input the correct identification number.

7 Billing & Payments KeyVision calculates in real time what needs to be invoiced More than that, takes into account all possible types of financial settings whether we talk about hourly fee, global fee, subscriptions, fee per activity or per project phase. Sounds complicated, but the entire process consists in going through a number of steps that starts with the selection of client and ends with the validation of the final invoice. Billing was never more simple for lawyers. Real time calculation The legal software KeyVision takes into account everything that was recorded and calculates in real time the value of invoices. The information is also available in dashboard, one click away. What needs to be invoiced? Unlike other legal systems, KeyVision shows you everything that neeeds be invoiced. You just have to select and confirm the items included in the invoice. Invoice by You can send invoices to clients directly form KeyVision. Using the option, you can send the pdf format of invoices to the contact person set as default for that client. The body text can be predefined and includes several language options. Proforma and fiscal invoice We know how important the proforma invoice can be for lawyers. This is why KeyVision offers you the possibility to create both proforma and fiscal invoices. Thus, you can optimize your tax policy while having a clear image on all invoices, regardless their type. Invoice annex Send your invoices together with complete information regarding the services provided, timesheets with working hours, recorded expenses. KeyVision helps you do all this by creating a detailed annex for each invoice.

8 Clients and contracts KeyVision includes all types of fees required by lawyers so far: subscriptions, global or hourly fees, defined per each contract, project or court file. You can even set different fees per user roles, taking into account the experience and the professional background of each of them. However, in each case, options are much more diversified. For example, KeyVision allows you to set a budget of hours for a certain file, with the possibility of being notified when the budget is exceeded. If you agreed with the client on a payment per project phase or on a success fee, the information can be simply uploaded in KeyVision. Contracts You can save all information required by the contract in a single page: general information about number, name, responsible, contract currency, invoice due date, budgeted effort, financial settings. Plus, you can configure a standard fee that can be used later on for all projects or files related to this contract. Files, Projects KeyVision allows you to save consultancy projects and files under a standard contract. For each of them, lawyers can set different fees or rules for calculating fees. The legal software takes into account all these configurations when is calculating the amount to be invoiced. Activity types KeyVision ensures quantitative calculation of the invoice when, for example, you agreed with the client on fixed fees for court hearings or for drafting documents. Moreover, we have all information required to compare the invoiced value with the effort implied by each activity.

9 Reports KeyVision provides a complete set of reports specific to the legal market, starting with unpaid invoices and up to efficiency and tops. Plus, the list is constantly improved with new analysis that allow you to identify the strengths and weaknesses of your business. We divided them into four main categories, each category including detailed reports with multiple filters: Billing Total amounts to be invoiced; General invoices report; Open invoices by delay intervals and due invoices; Invoiced per practice and departments; Invoiced per industry. Payments Payments per clients; Payments per contract or project; Payments per responsibles; General expenses report; Expenditures by type. Activity Efficiency and productivity at company, client and lawyer level; Timesheets general report; General report of activity and activity report per client and lawyer; Total invoiced per lawyer; Activity per practice. Clients Average fee per client and per company; Top 10 invoiced clients; Active clients and outstanding clients; Portfolio analysis by contract type.

10 Departments and practices KeyVision allows you to define departments within the company and to allocate legal practices per each department. Thus, you have access to a clear situation about contracts, invoices, expenses recorded per each line of business. For example, within the Litigation department, you can define the arbitration and court practice. Later on, you can generate reports regarding timesheets and financial status for each practice. Security and confidentiality All KeyVision accounts use SSL encrypted connections. Information is never sent or received in plain text, readable format. Plus, KeyVision servers are hosted in latest-generation datacenters, being protected against physical or remote access. Moreover, some of the facilities provided by our datacenter is protection against earthquake or fires and an electric generator that allows us to achieves an average 99.9% uptime.

11 References "KeyVision provides full client and contract management features and also the possibility to track my company's evolution per each business line, Radu Revnic, Managing Partner Revnic ºi Asociaþii "KeyVision provided, besides standard features such as time tracking, invoicing, court files, a set of reports essential in tracking company's and lawyers' efficiency, Iulia Vass, Managing Partner VASS Lawyers. The main reason for which I chose KeyVision is the simple time tracking and invoicing features, but most of all the possibility to generate reports concerning efficiency, Liviu Fãtu, Managing Partner Fatu Law Office.

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