FAQ (Frequently Asked Question) about uLaw

uLaw FAQ
www. uLaw.io
F
A
Q
uLaw Answers FAQ
Get speedy answers to some of the top questions asked by users in this handy user
guide. For more, visit uLaw Answers’ full video list!
Note: Our top 30 frequently asked questions are pulled from uLaw Answers, which
is a Youtube playlist containing more than 400 questions.

Q415: How do I raise a partial invoice?
(Video on uLaw Answers)
2
3
A partial invoice, also known as a ‘docket only’ or ‘disbursement
only’ invoice is an invoice that can be generated in uLaw which
contains only a portion of the costs billed out to a client.
For example, let’s say you’ve conducted a flat rate phone con-
sultation with a client in addition to handling a court fee dis-
bursement on their behalf. There might be a scenario whereby
you would like to raise an invoice specifically for the docket or
disbursement, rather than including both. Also known as invoice
segregation, this process can be conducted in uLaw at the bot-
tom of the invoice menu. See below for a detailed path:
Navigate to “matters”, located on left-hand
column
Step 2: click on the green ‘invoice’ button on
the top horizontal row of buttons near the
top of the screen.
Step 3: Fill out your invoice as usual, but
take consideration of the last setting near-
est to the bottom of the window. click it.
1

1
Q205: How do I reverse a disbursement and..
Sometimes disbursements must be reversed.
There are a number of scenarios where this may be the case, but
the two-step process of reversal (1) and subsequent refunding (2)
remains the same.
For example, a lawyer’s cheque to the court to handle a court fee
may be rejected. The legal matter could nearly be closed, with the
client having already paid for the disbursement despite the fee’s
rejection. This now-voided cheque the lawyer sent to the court
must be reversed, refunded, and properly accounted for along
the way. The first step is to nullify the disbursement and create a
client expense credit memo. Follow the instructions below:
1 Visit Accounts->Action
->Payments
->Client Expense Credit Memo
-specify the correct cheque #
-Item name: “Reversal of Court Fee” (or other)
Visit Matters (left column)
->Action->Add Discount
2
--Under ‘item name’, specify “court fee reject” or other
-This reverses the disbursement.
3 Visit Matters->
Action->Refund Payment
-Specify the new cheque or payment number.
This serves as the actual refund payment that
will be sent to the client.

Q:415 Suggested best practices reports
At the end of every week we suggest uLaw users monitor the
state of their legal business by generating a few documents.
The first is a trust reconciliation statement.
Navigate to Document Generation->Balances->Trust
->Download
2 Review & start filling in the 5 fillable
areas at the top of the document. Add/
subtract & find your mixed balance.
3 Scroll to the last 2 lines of the
document to see if balance trans-
ferred is the same as what uLaw is
telling you.
1
It’s also advised that at the end of each week you review your fee book in the
last 14 day period
Fee Book
(top right) Document Generation ->Fee Book->Last 14 days.
Review it
4
Best practices continued on next page...
(monthly)

Opposite to the fee book is your expense book, which looks
at where your firm is spending its money. Observe the ex-
penses, and the division between client & office expenses.
Expense Book
(top right) Document Generation ->Expense Book
Clients General Balances Listing
Continued Q415 best practice reports (monthly)
On a monthly basis we suggest generating the following three
reports: Expense Book (1), Clients General Balance Listing (2), and
a Balance Sheet for All Accounts (3)
1 2 Clients General
Balance Listing
3 Balance Sheet of
All Accounts
Place these reports next to each other. Compare
the data & analyze your firm’s financial health
Expense Book
Ensure that you’re comfortable with the amounts owing list-
ed in this document. Take stock of the clients who have not
yet paid.
(top right) Document Generation ->Balances->General
Document Generation ->Balance Sheet (Under Reports)
Balance Sheet For All Accounts
1
2
Be sure to review the data, paying particular concern to the
various assets listed within this document
3

Q2: Adding billable time to an Event
The below series of images will show how you mark down billable
time in uLawPractice’s System.
2 Click the text field and move your mouse
over to the hour in which you’d like to capture.
Don’t click
3 Merely hover over the hour you’re
wanting to record.
Note how an additional slider appears,
rounded to the nearest 6 minute incre-
ment. Click when finished choosing
minutes
Navigate to Matters (left-hand column). Select a particular
event and take note of the magnifying glass and text field con-
taining:
HH:mm (hours:minutes)
1
4 Don’t forget: Click Save at the top. Now the
balance will have been updated with billable time.
Now, when you generate an invoice (document
generation->invoice->complete) You will see the
time reflected in your client-facing document

Q18: Charging a flat rate/block fee
There are times when you will want to charge your client a flat
rate or a block fee for your services. This is easy to do in uLaw.
2 Click “Action” and go down to ‘Flat rate”. When
you click it, the lefthand field on the other side of
description will change.
3 Enter your ‘flat rate’ in the field located
to the left of the large description box.
When you enter this sum it will appear in
future invoices. This is a subtotal and HST
will be applied to this amount
Navigate to Matters (left-hand column). Notice the small blue
“action” to the right-hand side of the large description box. Click on it
1
4 Don’t forget: Click Save at the top. Now the bal-
ance will have been updated with the
flat fee.
Now, when you generate an invoice (document
generation->invoice->complete) You will see the
flat rate or block fee indicated in client-facing doc-
umentation

Q433: “Area of Practice” what it is, and
how to customize it (Video on uLaw Answers)
‘Area of practice’ is a huge drop-down menu accessible near the
title of a legal matter. Accessible from Matters, available entries
in this field are actually populated in the “accounts” page. The
purpose for area of practice is twofold: (1) it subdivides revenue
generated from invoices and (2) builds categories for all matters
in your firm.
2 Accounts->Chart of Accounts
->Revenue->Legal Work->[ ]
where [ ] is your area of practice.
Navigate to Accounts (left-hand column).
Note the “Chart of Accounts” near the top right.
1
The items in this dropdown can be renamed
and will later be available in the matters
section.
3

Q293: Setting up rates of coworkers, stu-
dents, admins, and others (Video on uLaw Answers)
Do you see the rate button above, situated halfway across the row of buttons under
“Matter”? The numbers found within this can manually be edited via uLaw’s main settings.
Why use rates?
Because not everybody is paid the same. If your firm has different personnel doing different
tasks, it’s important to keep aware of their rate, which can change.
1
2
Path to change - 1. Settings (top right)->Taxes/Rates->
Make alterations here. They will appear elsewhere in the software

Q232: How to back-date Legal Aid Billing
and why (Video on uLaw Answers)
Sometimes when doing invoicing for legal aid, it is beneficial to
hold off on invocing the client because a partial or incomplete
payment is expected. uLaw allows its users to send an interim le-
gal-aid-specific document which can later be accompanied with
a backdated invoice.
2 You should see something like the window on the left.
Matters->Document Generation (top right)->
Legal Aid -> Download
1
Using the Backdate function can be useful when you want to give clients
time to come up with the full amount. Since you are expecting partial
or incomplete payments anyway, you can avoid having to go back and
correct your books. Here is how to find (1) legal aid document generation
and (2) back dating invoices.
3 Once the client actually pays, you can issue the real invoice
Matters->
->Document Gen (top right)
-> Invoice
-> Back Date
uLaw recommends you (1) generate the legal aid document. It is highly compliant with
everything the law society wants to see, and functions as a legal-aid-specific pre-bill, and (2)
back date an invoice once paid.
*Note: The software will not allow you to accept payment until
you have raised an invoice. In this way, back date is mandatory.

Q353: How to move billing plan to
Pre-Authorized Deposit / replace expired
card (Video on uLaw Answers)
For new and existing users, modifications to the payment option
of their account for a subscription can be found at the following
path (see image below) :
Help (top right) -> Change Payment Type
Existing users with expired credit cards for example will be able
to change the card number here and authorize pre-authorized
payments to minimize manual billing and save time.
At the bottom of this window, you will
have the option to go select
Pre Authorized Deposits.
1
Follow the instructions laid out in the
form, which include sending us a void cheque
from your bank. Be sure to carefully read
what the form requires.
2

Q431. How does uLaw handle chequing?
How do you format cheques?
uLaw handles top, medium, and bottom cheques. Dimensions
vary between 3.5 to 4 inches.
These templated cheques
include:
-MICR code
-Cheque number
-Firm & banking information
But uLaw also produces blank
cheques
1 Navigate to settings (top right)
->Accounts
->Print Bank Details in Cheque
Navigate to “Accounts” (left side)
->Print CHQ (top row)
2
For more information watch the video

Q423: Searching for uLaw Answers
with Chrome Extension (Video on uLaw Answers)
Chrome users have the option to use the uLaw Toolbox, which
can be used to search for answers to questions you may have.
Navigate to your browser’s address bar
->Type chrome://extensions->hit Enter
->Open Chrome Web Store (bottom left)
1
Search for uLaw in the chrome web store
->Add to Chrome
2
3 Once installed, click the uLaw icon.
You will see a dropdown menu.
->click the rocket ship
->Type your search criteria

Q253: ‘Previewing’ and ‘Parking’
Reconciliation (Video on uLaw Answers)
‘Previewing’ or ‘Parking’ your reconciliation part-way through
the month can speed up the reconciliation process for both trust
and general reconciliation.
Watch the video or read this article about why this is useful.
Click reconciliation of trust or gen-
eral
->Navigate to “preview”
Note how items previewed will be high-
lighted in blue.
Items imported from the bank are high-
lighted in green
1
By clicking preview, the software generates
a full reconciliation statement with the se-
lected items.
Note the watermark.
2
3 Later in the month, when you return to
the same reconciliation page, you will
notice these entries highlighted in
blue.

Q272: How to Enable Admin Mode
With great caution, you may enable admin mode to conduct cer-
tain activities that are typically not permitted as an average user.
Using admin mode is not recommended.
Navigate to Accounts (left column)
->Action->Administrator
->Enable Admin
Take note of the orange
icon that appears at the top of the
page, like so:
1
Cautiously make use of admin mode
Recognize your own limitations: admin
mode can override many compliance rules
that curtail your accounting.
We recommend consulting support staff
before enabling this

Q282: How do I enter Meal Expenses
along with the tip? (Video on uLaw Answers)
Meal expenses that include a tip can be captured into the uLaw
system by making use of the ‘disallowed expense’ option of ex-
penses within the software.
2 For meals, select “office expense”
Place the tip amount under disallowed
expense (see photo to left)
Navigate to Action->Expense
->Disallowed Expense
1
Within this section you will fill out the expense details as usual--they will
be properly recorded as office expenses--while the tip will make its way
into the ledger as a disallowed expense, therefore stripping away any
concern you may have for the accounting of such an event.

uLawPractice can be integrated with Microsoft OneDrive and
services similar to it. You can start the integration process by vis-
iting uLaw’s main settings page.
Q165: How do I set up OneDrive with
uLaw?
Navigate to
Settings (top right)
->Matter (middle)
->Matter Documents
->Make selection
->HIT SAVE BUTTON
1
2 You must give permission to
OneDrive
Navigate to:
->Matters (left column)
->Documents (mid row)
->Authorize
3 Authorizing will bring you to OneDrive.
Sign in to your OneDrive account
->Enter Password
->Give uLaw permission to access
your OneDrive
->Return to uLaw’s matter page, hit
“refresh”
Once integrated properly like this, any
file entered into OneDrive will automat-
ically be seen by uLaw.

Q427: Can we bullk print invoices?
In order to bulk print invoices, you will want to get an invoice list.
You can generate a report called an Invoice List, which you can
select within a specific date-range.
2 Click on each individualized document
icon
->reprint
This allows you to reprint all of your invoices
in a date range easily.
Navigate to Document Generation
(top right)
->Other->Invoice List
->Choose date range
->Show only
This generates a show-only invoice list
which will allow you to reprint.
1

When handling more than one legal matter for a client, you can
transfer money held in trust for one matter over to another mat-
ter without having to ask the client for more money.
Through uLaw, the first step is to generate a “Client Fee Book
Report”
Q156: How do I do Inter Matter Trust
Transfers?
Navigate to
Contacts (left column)
->(your contact)
->Document Generation
->Client FeeBook
->Download the form
1
2 After viewing the sums listed
in the above document, you
will then take the amount and
create an inter-matter trust
transfer. To do that,
Navigate to:
->Your relevant legal mat-
ter->Action
->Inter Matter Trust
Transfer
->Refund the amount you
want to pay to your other
matter
->Account: Inter Matter
Account
->Refund button
This document will let you know
what the balance is for each legal
matter you’re handling for that sin-
gle client.
4 Watch the video for
complete instructions

Q236: How to set up credit payment
processing (Video on uLaw Answers)
uLawPractice can be set up to work with a payment processor
such as TD Bank. Below you will find instructions for how to do
that.
2 Because payment processors vary, some
of these instructions may be confusing
for you. This is normal, and requires you
to navigate not only uLaw, but also the
processor’s website.
Please watch the video & contact support
with inquiries so we can help you.
Navigate to Settings (top right)
->Account->Payment Collection
->[choose payment processor]
->[enter General StoreID from processor]
->[enter Trust StoreID from processor]
->[enter Secret hash key from processor]
* These keys are generated by the payment processor and available
through their website.
This generates a show-only invoice list which will allow you to reprint.
1

When you have a disbursement that needs to be entered into
the uLaw system, we recommend following the money. Ex: If the
disbursement is to be paid out from trust, click “trust”. See below.
Q231: How do I handle disbursements in
uLaw
Navigate to
Matters (left column)
->Trust (mid row)
->Withdraw from Trust
->Pay Disbursements - From Trust
1 2
Repeat the same process if the disbursement
is to be paid from general
->General (mid row) ->Withdraw from General
->Pay Disbursements - From General
Note: How the money left the business is what you want to follow
in order to find the appropriate accounting procedure to handle
it.
3 Owner’s pocket & credit card payments,
etc, are from general.
->Matters->General
->Withdraw from General Acc
->Pay Disbursements- From General
-> Fill out bottom of Misc. Expense from
general. See photo ->

Q176: What is a conflict screening
report? (Video on uLaw Answers)
Conflict screening is part of the client intake process in uLaw.
The first step is to add the individual(s) in to your contact list.
2
Print & save this report
Navigate to Contacts
->Add New Contact
->Fill out the details
->Hit the [save button]
To start conflict check:
->Visit the newly created contact
->Action->Conflict Screening
1
3
The resulting screening check will
provide you with potential conflicts for
you to investigate prior to final report.
4 Create the matter
->Matter (left column)
->Fill in matter name
->Select matter type
->Hit [Save]
5
Once matter is created,
it is time to generate conflict screening.
Navigate to:
->Document Generation (top right)
->Conflict Screening
->[Download]
(See photo on right for example of form)
->Fill out remaining info.
->Save, print, sign report

Generating retainer letters is a simple process with uLaw. Within
the system there are various settings which you can choose from
when generating. See below to learn how.
Q381: How do I generate & download
retainer letters
Navigate to
Matters (left column)
->Retainer Letter
1
2
Within the retainer letter options
(see below), there are choices between
language and file type.
->choose file type (word files can be edited)
->download
3 Alternate retainer letters
can be generated also
->Letters
->Retainer Contingency/Retainer Sam-
ples/Retainer Hourly
Each can be generated in word or PDF.

Q176: How do you create an automated
PNG signature? (Video on uLaw Answers)
Signatures can be automed in uLawPractice. First start by utiliz-
ing your favourite graphic editing/creation tool such as photo-
shop, microsoft paint, or your mac OS equivalent
2
Save as PNG
->Open uLaw
->Help (top right)
->Personalize Signature
->Choose file & upload
Create a blank PNG file
Dimensions:
Width: 300
Height: 55
1
3
Write signature
(With pen tool, use mouse
or touch screen)
->Save as (or export)
After following these instructions your customized signature
will automatically be placed inside certain documents, such as
invoices

Need more help?
The uLaw team is here to
support you, either by email
or phone.
1-844-333-uLaw (8529)
support@ulawpractice.com

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