In SimpleLegal, estimates for unbilled work (accruals) can be collected from your vendors to anticipate fees and expenses for the reporting period.
Every month, the vendor’s primary contact or designated accruals contacts will be notified by email that it is time to submit their monthly Unbilled Estimates.
To set up this functionality, select Accruals in the main menu.
If Accruals have not been set up, the Accruals Report page will be blank.
Once Accruals have been enabled, this page will track vendor submissions up to the current period, by month, vendor, and matter.
Selecting a vendor will display the matters they have been referred and the accruals for those months. If there is a ‘-’ in the column of the accruals report, it means the vendor did not submit accruals for that period:
Select Manage Accruals.
Toggle the Accruals currently slider to On to enable the notification requests. The Period and Email Reminder Schedule dates will now populate.
(A) Email Reminder Schedule: The dates when the vendors will be notified to submit their accruals. Note: Only admins are authorized to set the Email Reminder Schedule. To see how this schedule is set, please review the Email Reminder Schedule section below.
If the vendor does not submit their estimates, they will be sent two reminders until their unbilled estimates are submitted.
If a vendor is added to the Accruals list after the first email goes out, the vendor will get the 2nd and 3rd email reminders.
(B) Accruals currently: The toggle to enable Accrual collection from the vendors.
(C) Accruals Contact: The name(s) listed will receive the Accrual notifications. If the vendor does not have a designated Accrual contact, the vendor’s primary contact will be displayed.
(D) Vendor Accruals On/Off Switch: Individual vendors can be switched on to receive accrual requests. Accruals (A) must already be set to on.
(E) Expiration: The expiration date is the final day accruals can be submitted. The accrual expiration date can be overridden by vendor or in bulk with Update all… (H)
The first time Accruals is enabled, the Expiration column will be empty.
(F) Accrual Form for vendor: Select this icon to display the URL to the form where the vendor will be submitted their accruals. The first time Accruals are activated, the Accrual Form for vendor column will be empty.
An example of what the vendor will see when they select the email link on their end:
The vendor is able to validate their invoices (last invoice date; last worked date; amount billed in current month).
The vendor will submit their unbilled amounts for each matter. After selecting Submit Unbilled Amount, the results will show up in the Accruals Report section in SimpleLegal.
SimpleLegal users can also enter any unbilled amounts on behalf of their vendors by selecting the Accrual Form for vendor icon.
(G) Resend Accrual Request: Select this icon to resend the Accrual notification to a vendor. The first time Accruals are activated, the Resend Accrual Request column will be empty.
Below is an example of an accruals request that is sent out:
Email Reminder Schedule
To set the Email Reminder Schedule navigate to Administration > Accrual Settings and scroll to the bottom of the page. Note: Only admins are authorized to set the Email Reminder Schedule.
Use the first 3 sliders to adjust the dates for the first, second, and third notification emails. The last slider shows when the last day the vendors are permitted to submit their Accrual amounts.
Please contact firstname.lastname@example.org for any other questions and we are happy to help.