1. Introduction

The Parker Legal Group (PLG) application is a comprehensive legal billing system designed to streamline time tracking, client billing, and invoice management for law firms. This manual provides detailed instructions for administrators to configure the system, manage users, and oversee the billing process.

Key Features

• Attorney Management – Add, edit, and manage attorney accounts and rates
• Client Management – Maintain client records with attorney assignments
• Time Entry – Track billable and non-billable hours
• Billing Code Management – Create and manage legal billing codes
• Invoice Processing – Generate and finalize monthly invoices
• PDF Invoice Export – Create professional PDF invoices for clients
• Role-Based Access Control – Configure permissions for different user types

2. Getting Started

2.1 System Requirements

• Web Browser: Microsoft Edge, Google Chrome, Mozilla Firefox, or Safari (latest versions recommended)
• Screen Resolution: Minimum 1024 x 768 pixels
• Internet Connection: Required for all operations
• PDF Reader: Required for viewing exported invoices

2.2 Logging In

1. Open your web browser and navigate to the PLG application URL provided by your system administrator.
2. On the Login page, enter your credentials:
   • Username: Your assigned username
   • Password: Your password
3. Click the Log In button.
4. Upon successful authentication, you will be redirected to the Dashboard.

Note: After multiple failed login attempts, your account may be temporarily locked. Contact your system administrator if you experience login issues.

2.3 Password Reset

If you forget your password:

1. On the Login page, click Forgot Password.
2. Enter your company email address associated with your account.
3. Click Submit.
4. Check your email inbox for a password reset link.
5. Click the link in the email (valid for a limited time).
6. On the Reset Password page, enter your new password and confirm it.
7. Click Save to complete the reset.
8. Return to the Login page and sign in with your new password.

2.4 Dashboard Overview

The Dashboard is your central hub for accessing all system features.

Navigation Elements

• Top Navigation Bar:
  • PLG Logo – Click to return to Dashboard
  • Settings Menu (Gear Icon) – Access administrative settings
  • User Profile – Click your name to access your profile
• Left Sidebar:
  • Dashboard – Home page with quick access links
  • Client Management – Manage client records
  • Time Entry – Track billable hours
  • Process Billing – Monthly billing review
  • Invoice List – View finalized invoices
• Quick Access Cards:
  • Client Management
  • Time Entry
  • Process Billing
  • Invoice List

2.5 Logging Out

To securely log out of the system:

1. Click the Settings menu (gear icon) in the top navigation bar.
2. Select Logout from the dropdown menu.
3. You will be redirected to the Login page.

Important: Always log out when leaving your workstation, especially on shared computers.

3. Firm Setup

3.1 Company Profile

The Company Profile contains your firm's information that appears on invoices and throughout the system.

To access Company Profile:

1. Click the Settings menu (gear icon).
2. Select Company Profile.

Available Fields

To update Company Profile:

1. Modify the desired fields.
2. Click Save to apply changes.

Permission Required: Admin001

3.2 System Roles

System Roles define user categories within the application (e.g., Administrator, Attorney, Staff).

To access System Roles:

1. Click the Settings menu (gear icon).
2. Select System Roles.

Adding a New Role:

1. Click the Add New button.
2. Enter the Role Name (e.g., "Senior Associate").
3. Enter a Description of the role.
4. Set the Status to Active.
5. Click Save.

Editing a Role:

1. Click on the role name or the Edit button.
2. Modify the role information.
3. Click Save.

Deactivating a Role:

1. Edit the role.
2. Change Status to Inactive.
3. Click Save.

Permission Required: Admin005

3.3 Role Management (Permissions)

Role Management allows you to assign specific permissions to each role, controlling what features users can access.

To access Role Management:

1. Click the Settings menu (gear icon).
2. Select Role Management.

Assigning Permissions:

1. Select a Role from the dropdown menu.
2. The permission tree will display all available menu items.
3. Check the boxes next to features you want to grant access to.
4. Uncheck boxes to remove access.
5. Click Save to apply the permission changes.

Permission Categories:

• Admin Functions: Company Profile, User Management, Role Management
• Operations: Client Management, Time Entry, Billing Codes
• Billing: Process Billing, Invoice List, Invoice Details, Invoice Remove

Permission Required: Admin004

4. Attorney Management

4.1 Viewing the Attorney List

To access the Attorney List:

1. Click the Settings menu (gear icon).
2. Select Attorney Management.

List Features:

• Search: Enter text to search by username, first name, last name, or phone
• Status Filter: Filter by Active, Inactive, or All
• Role Filter: Filter by specific role
• Pagination: Navigate through multiple pages of results

Permission Required: Admin002

4.2 Adding a New Attorney

1. From the Attorney List, click Add New.
2. Complete the Personal Information section:
   • First Name (required)
   • Last Name (required)
   • Initials
   • Address
   • City
   • State
   • Zip Code
   • Phone
   • Company Email (required)
3. Complete the Login Credentials section:
   • Username (required) – Must be unique
   • Password (required)
   • Security Question
   • Security Answer
4. Set the Hourly Rate – Default billing rate for this attorney.
5. Select a Role from the dropdown.
6. Set Status to Active.
7. Click Save.

Permission Required: Admin003

4.3 Editing Attorney Details

1. From the Attorney List, click on the attorney's name or the Edit button.
2. Modify the desired fields.
3. Click Save to apply changes.

Note: Changing an attorney's hourly rate does not affect existing time entries. New entries will use the updated rate.

4.4 Assigning Clients to Attorneys

Each attorney can be assigned to specific clients with optional client-specific billing rates.

1. Open the attorney's details page.
2. Scroll to the Client Assignment section.
3. Click Add Client.
4. Select a Client from the dropdown.
5. Optionally enter a Client-Specific Rate (overrides the attorney's default rate for this client).
6. Click Add.
7. Repeat for additional clients.
8. Click Save to apply all changes.

Removing a Client Assignment: Click the Remove button next to the client in the assignment list.

4.5 Deactivating an Attorney

1. Open the attorney's details page.
2. Change Status to Inactive.
3. Click Save.

Note: Deactivated attorneys cannot log in but their historical time entries and billing records are preserved.

5. Client Management

5.1 Viewing the Client List

To access the Client List:

1. Click Client Management in the left sidebar, or
2. Click the Client Management card on the Dashboard.

List Features:

• Search: Enter text to search by client name or number
• Status Filter: Filter by Active, Inactive, or All
• Pagination: Navigate through multiple pages

Permission Required: Admin006

5.2 Adding a New Client

1. From the Client List, click Add New.
2. Complete the client information:
   • Client Number (required) – Unique identifier
   • Client Name (required) – Full legal name
   • Address – Street address
   • City
   • State
   • Zip Code
   • Point of Contact – Primary contact person
   • Email – Contact email address
   • Phone – Contact phone number
   • Service Provided – Description of services
3. Enable Billing Codes – Check this option if this client requires detailed billing codes on invoices.
4. Set Status to Active.
5. Click Save.

5.3 Editing Client Details

1. From the Client List, click on the client name or the Edit button.
2. Modify the desired fields.
3. Click Save.

5.4 Assigning Billing Codes to Clients

If billing codes are enabled for a client, you can specify which codes are applicable.

1. Open the client's details page.
2. Ensure Enable Billing Codes is checked.
3. In the Billing Codes section, select applicable codes from the available list.
4. Click Save.

Note: Only selected billing codes will appear in the dropdown when creating time entries for this client.

5.5 Mapping Attorneys to Clients

Specify which attorneys work with each client and their client-specific rates.

1. Open the client's details page.
2. In the Attorney Mapping section, click Add Attorney.
3. Select an Attorney from the dropdown.
4. Optionally enter a Client-Specific Rate.
5. Click Add.
6. Repeat for additional attorneys.
7. Click Save.

6. Billing Code Management

6.1 Viewing Billing Codes

To access Billing Codes:

1. Click the Settings menu (gear icon).
2. Select Billing Code Management.

The list displays all billing codes with their T-Code, Description, and Status.

Permission Required: Admin006

6.2 Adding a New Billing Code

1. From the Billing Code List, click Add New.
2. Enter the T-Code (e.g., "A101", "L200") – A short unique identifier.
3. Enter the Description – Detailed description of the billing activity.
4. Set Status to Active.
5. Click Save.

Example Billing Codes

6.3 Editing Billing Codes

1. Click on the billing code or the Edit button.
2. Modify the T-Code or Description.
3. Click Save.

Warning: Modifying billing codes does not update historical time entries that used the previous values.

7. Time Entry

7.1 Viewing Time Entries

To access Time Entry:

1. Click Time Entry in the left sidebar, or
2. Click the Time Entry card on the Dashboard.

List Features:

• Search: Search by client, attorney, or description
• Date Filter: Filter entries by date range
• Status Filter: Filter by billed/unbilled status
• Pagination: Navigate through multiple pages

Admin vs. Attorney View:

• Administrators see all attorneys' time entries
• Non-admin users see only their own entries

Permission Required: Admin008

7.2 Adding a New Time Entry

1. From the Time Entry List, click Add New.
2. Complete the entry fields:

3. Click Save.

Permission Required: Admin009

7.3 Editing Time Entries

1. Click on the time entry or the Edit button.
2. Modify the desired fields.
3. Click Save.

Note: All changes to time entries are tracked in the system history for audit purposes.

7.4 No-Charge Entries

For work that should be tracked but not billed to the client:

1. Check the No Charge checkbox when creating or editing a time entry.
2. The entry will appear in reports but will not be included in billing calculations.

8. Billing Process

8.1 Monthly Billing Workflow Overview

The billing process follows this workflow:

1. Attorneys record time entries throughout the month
2. At month end, administrators review entries in Process Billing
3. Make adjustments to hours, rates, or descriptions as needed
4. Finalize invoices for each client
5. Generate PDF invoices for distribution to clients

8.2 Processing Bills

To access Process Billing:

1. Click Process Billing in the left sidebar, or
2. Click the Process Billing card on the Dashboard.

Selecting the Billing Period:

1. Use the Month/Year selector to choose the billing period.
2. The system displays all clients with unbilled time entries for that period.

Client Summary View:

The summary shows for each client:

• Client Name
• Total Hours
• Total Amount
• Prior Balance (if applicable)
• Number of Line Items

Permission Required: Admin010

8.3 Reviewing and Editing Line Items

1. Click on a client row to expand and view individual time entries.
2. Review each line item's details:
   • Work Date
   • Attorney
   • Hours
   • Rate
   • Amount
   • Description
   • Billing Code
3. To edit a line item:
   • Click the Edit button on the row
   • Modify hours, rate, description, or attorney as needed
   • Click Save
4. To mark as No Charge:
   • Check the No Charge checkbox
   • The amount will be zeroed out

8.4 Finalizing Invoices

Once all entries are reviewed and adjusted:

1. Set the Invoice Payable By date (defaults to 30 days from today).
2. Click the Finalize button for the client.
3. Confirm the finalization in the popup dialog.
4. The system will:
   • Create an invoice record with a unique invoice number
   • Mark all associated time entries as invoiced
   • Calculate totals and store the invoice details
5. After finalization, you will be redirected to the Invoice List.

Warning: Once finalized, individual time entries cannot be edited. To make changes, you must remove the invoice and re-process.

9. Invoice Management

9.1 Viewing the Invoice List

To access Invoice List:

Click Invoice List in the left sidebar.

List Features:

• Month Filter: Filter invoices by billing month
• Client Filter: Filter by specific client
• Search: Search by invoice number or client name

The list displays:

• Invoice Number
• Client Name
• Invoice Date
• Due Date
• Total Amount
• Status

Permission Required: Admin011

9.2 Viewing Invoice Details

1. Click on an invoice number or the View button.
2. The Invoice Details page displays:
   • Invoice header information (number, date, client)
   • Line items with all billing details
   • Subtotal, adjustments, and total amount

Permission Required: Admin012

9.3 Exporting Invoice PDF

1. From the Invoice List or Invoice Details page, click the Export PDF button.
2. The system generates a professional PDF invoice using Crystal Reports.
3. The PDF will either:
   • Download automatically, or
   • Open in a new browser tab for printing/saving

PDF Invoice Contents:

• Firm letterhead and contact information
• Client information
• Invoice number and date
• Due date
• Itemized list of services
• Hours, rates, and amounts
• Total amount due
• Payment instructions

9.4 Removing Invoices

In cases where corrections are needed after finalization, administrators can remove invoices.

To access Invoice Remove:

1. Click the Settings menu (gear icon).
2. Select Invoice Remove.

Removing Invoices:

1. Select the Billing Month to view finalized invoices.
2. Review the list of invoices for that period.
3. Click Remove All to delete all invoices for the selected month.
4. Confirm the removal in the popup dialog.
5. The system will:
   • Log the removal action for audit purposes
   • Delete the invoice records
   • Reset the time entries to "unbilled" status

Warning: Invoice removal is a significant action. Use with caution and ensure proper documentation of the reason for removal.

Permission Required: Admin014

10. User Profile

Each user can manage their own profile settings.

To access your profile:

1. Click your username in the top navigation bar.
2. Select Profile (or you'll be taken directly to the profile page).

Available Settings:

• Personal Information: Update name, address, phone
• Password Change: Enter current password, then new password twice
• Security Question: Update your security question and answer

Click Save to apply any changes.

11. Troubleshooting

"Authorization Required" / "No Permission" Page

Cause: You attempted to access a feature your role doesn't have permission for.

Solution:

• Contact your system administrator to request access
• Verify you're logged in with the correct account
• Check if your role permissions have been recently changed

Cannot Log In

Possible Causes:

• Incorrect username or password
• Account is deactivated
• Account is locked due to multiple failed attempts

Solutions:

• Use the "Forgot Password" feature to reset your password
• Contact your system administrator to verify account status

Time Entry Not Appearing in Process Billing

Possible Causes:

• Entry is already invoiced
• Entry is for a different month than selected
• Entry was deleted

Solutions:

• Check the Invoice List to see if the entry was already billed
• Verify the correct month is selected in Process Billing
• Review the Time Entry list with the date filter

Invoice PDF Not Generating

Possible Causes:

• Pop-up blocker preventing new window
• Browser compatibility issue
• Report server connection problem

Solutions:

• Disable pop-up blocker for the application
• Try a different browser
• Contact your system administrator if the issue persists

Changes Not Saving

Possible Causes:

• Session timeout
• Required fields not completed
• Validation error

Solutions:

• Refresh the page and log in again if session expired
• Check for error messages highlighting required fields
• Ensure all data is in the correct format

12. Appendix

12.1 Permission Code Reference

12.2 Billing Workflow Diagram

12.3 Glossary