Using CaseFox
Assign Cases Automatically to Non-Admin User
Admin and Office Secretary type users have access to all cases by default. All other types of users need to be assigned to cases. "Grant Access To All Cases" button under the Staff tab may be used to assign a non-admin user to all old cases. However, ...
Month by Month Totals For a Case
To obtain a month by month totals for a case including month by month by each timekeeper and task codes, please click on the Case (Projects) tab, select a desired case, then on the right side click on the Excel icon (on the right edge of the page) as ...
Case Categories
You may create/assign a category to a case during case creation (or category can also be added via case edit). A case category is a self defined name, such as "Criminal Law", "Family Law", "Estate Planning", etc. to help manage large number of cases ...
Adding Personal Events (Non Cases Related Events)
1. Add a client. Enter your own firm's information. 2. Add a case for this client. Name this case "Personal" (for example). 3. Add personal events by clicking on this new case and then clicking on "Calendaring" tab on the right.
Receiving Payments From Clients Online
To setup client online payments: 1. Create a PayPal account using one of your emails 2. Login to your CaseFox account 3. Click on Settings/Tools/Reports 4. Click on "Edit Business Info/Invoice Settings" link on the left panel 5. Scroll down to the ...
Saving Case Documents and Case Related Emails
CaseFox integrates with Dropbox and Google Docs for storing case documents. Documents can be uploaded directly from CaseFox to Dropbox and Google Docs (Google Docs integration has a few exceptions). When in case screen, click on Documents tab and ...
Search Notes
Notes and Private Notes can be searched to display cases in which the search words are found. To search in Notes or Private Notes, go to Dashboard, scroll down to the bottom and enter the search term in Search String field. Users with role type ...
Tasks
CaseFox can help you manage your firm's tasks. Tasks are maintained separate from calendaring events. If your account is linked to your Google account, tasks created in CaseFox are automatically synced to Google Tasks. Tasks can be associated with ...
Tasks and Events Not Syncing with Google?
Visit Settings/Tools/Reports. Scroll down the page and find "Google Settings" on the left side bar. On the right side, link your account to Google. If already linked, unlink and link again. Re-linking may be required after you change your Google ...
Generating Statement of Account
In addition to many different types of reports and exports, a statement of account for a client may be exported into an Excel sheet or PDF by clicking on "Clients" tab, selecting a desired client and then clicking on "Invoices" tab on the right side. ...
Personal Notes for Client or Case
You may enter personal notes about a client or a case. For entering personal notes about a client, click on "Clients" tab, select the client in the left side list. On the right side pane, click on "Client Details/Edit" and then click on "Personal ...
Litigation Advisor / GreatAmerica Format Invoices
In addition to generating invoices in PDF, Word, LEDES 1998B, ESIS Advocator, and Juris formats, CaseFox also generates invoices in Litigation Advisor /GreatAmerican /Chubb format. At present, these invoices can be downloaded from Dashboard only. ...
Invoice OverDue Remainer Letters and List of Unpaid Invoice (including Account Receivable) For a Client
A list ofunpaid invoices including account receivable for a selected client may be exported to Excel by going to Dashboard, scrolling down to the list of invoices and clicking on client's name. Similarly, an overdue reminder letter may be downloaded ...
Different Payer or Split A Bill/Invoice For Multiple Payers
A case/matter (or project) may be configured to have multiplepayers or a payer different from the matter's client. To setup different payers, click on "Cases (Projects)", select a desired case in the list. On right hand side pane, click on Edit Case ...
Monthly Retainer Billing
This feature is useful when you have a client that pays you a fixed retainer every month and in exchange, you provide a preset number of hours of service at no additional charges. Hours exceeding these preset number of hours are billed at your ...
Invoice In Client's Currency
CaseFox supports generating invoices in a client's currency if the client's currency is different from your firm's standard currency. This feature is useful for firms that cater to clients in foreign countries and if these clients require invoices in ...
Zero Amount Time Entries
If all times entries are showing zero amounts, it is possible that you did not enter hour hourly rates during the registration or during adding staff. Click on "Staff" tab on the top side of the screen and edit to enter your global hourly rates. You ...
How To Group Clients
1. Select a desired clients 2. On the right side pane, click on "Other Info" tab. 3. Enter a field "Type" and value "<any user selected value, e.g. Criminal or Divorce or Bankruptcy>". Un-check Encrypt This Field Value . 4. Save. Repeat this for all ...
Activity Group Report (specially useful for Bankruptcy Attorneys)
With each note (time/expense entry), you may enter UTBMS Task and Activity Codes. Alternatively, you may enter your own custom codes instead of standard UTBMS codes. For example, you may enter DISC for discovery related time/expense entries, TRIAL ...
Storing and Managing Case Documents Easily Using Your Own Dropbox Account
CaseFox®seemlessly integrates with DropboxTMto enable smooth and convenient case document management. The documents are uploaded securely in user's own (or firm's ) DropBox account. CaseFox uses DropBox authentication tokens, hence CaseFox will not ...
Printing Tax ID/ EIN on Invoices
1. Settings/Tools/Reports -> Edit Firm's Info 2. Scroll down to find the filed for entering text that will be printed under your address block on PDF/Word invoices.
How To Download All PDF Invoices
To download all PDF invoices created in a particular month, go to your CaseFox Dashboard, scroll down to "Unpaid Invoices" section, locate "Download All" link. In the popup, select Month and Year.
Exported Calendaring Items to Outlook or Other Calendars
In addition to task management that offers creating single or recurring tasks and automatically syncing with your Googel Task, CaseFox also offers docketing/calendaring feature to track case related tasks (such as discovery responses, court dates, ...
Invoice Settings / Customization
CaseFox offers various settings to format PDF invoices according to your needs. Keep in mind, there is no need to regenerate invoices after making changes to any of these properties. After making changes to one or more of these properties, you may go ...
Custom Data Fields for Clients/Cases
Storing Additional Data (custom tags) for a Case or Client using Custom Fields? The "Other Info" tab both under "Clients" and "Cases/Projects" can be used to store additional data fields for clients and cases respectively. For example, if you like to ...
How to Print Additional Information On Invoices
There are three ways to print additional information on Invoices: 1. During a manual invoice generation, enter the information to be printed in the Public Note section in Create Invoice box. 2. To print a same information on all invoices of a client, ...
Searching for Cases or Clients
Search under the "Cases (Projects)" tab can be used to search for a case by any of the following: Company name Case name Docket number Client Matter ID In order to search a case of a list of cases, simple enter a search string (at least a few letters ...
How To Handle Contingency Cases
In contingency cases, generallya lawyer agrees to take a percentage of the money received from the other party, if any plus the cost incurred. CaseFox can handle this type of fee agreements. When you setup a case, just treat the case as a normal no ...
Docketing/ Calendaring/Discovery Tracking
During the lifespan of a case, various types of deadlines including various types of motions, filings, discovery requests and responses need to be tracked to ensure timely action. CaseFoxTM can help you track deadlines and tasks. Overdue items are ...
How To Manage Case/Project Documents
Case/project documents can be stored in the cloud (Google Drive, onlinefilefolder.com or any similar service that provides separate URLs for individual documents). Upload your case/project related documents to any online storage service and use the ...
Contingency Fee Arrangement
It is important to track your time and expenses even if you are not being paid by the client by an hour (e.g., in contingent free agreement cases). A proper timekeeping will help you if 1) client terminates your services before settling a case, 2) ...
Changing Old Time Entries After Changing Staff Hourly Rate For A Case
Ideally, you should set staffs' hourly rates for a case prior to starting entering time for the case. If no case-specific hourly rates are set for a particular staff, staff's global hourly rates will be used for billing calculations in time entries. ...
Custom UTBMS or Similar Activity/Task Codes
During Time or Expense entries, appropriate UTBMS codes may be selected from drop-down boxes. Alternatively, custom UTBMS codes (or any other codes) may be entered. Entry of these codes is optional. If a client does not require you to report ...
How To Export Time/Expense Entries
Time/expense entries (including private notes) can be exported in many ways: 1. Above the note listings, you will see the Excel and PDF icons to export the displayed note (time/expense) listing. 2. Same as above for trust fund transactions. Click on ...
Tracking Time But Creating Invoices Without the Tracked Time
CaseFox is flexible to accommodate different invoicing scenarios. Suppose you want to track time (and expenses) for your internal use but want to invoice your client a lump sum amount, you can create “non-billable” notes (simply uncheck the ...
Generating Invoices For All Clients With One Click
You and your people (including contract staff) can enter time and expenses in CaseFox as you work on projects/cases. At a month-end (or whenever you so desire), just click one button and all your invoices will be automatically generated. That is, ...
Tips For Entering Time/Expense
1. When entering expenses, make sure to also check []Billable checkboxif you intend the entered expense to be included in an invoice. If you don’t check the Billable checkbox, the note will not be presented for invoicing. 2. Click on “Cases” tab, ...
Entering Different Types of Time/Expense
1.To enter an hourly billing item, enter the time (either hours/minutes or tenth hours format) in the provided boxes. System will automatically calculate the amount based on your hourly rates. (by the way, you can set different hourly rates for ...
Staffwise Billable Amount Reporting for Cases (Projects)
If you have multiple staff members (including contract staff) working on a case (project), you can easily find out different billable amounts for each staff member. This data can be useful if your staff members are paid a percentage of what they bill ...
User Roles
CaseFox supports the following user roles, at present. 1. Administrator: Full access. Initial user (entered during the signup) always remains an administrator (but can be changed). Other users may be created and assigned "administrator" role. 2. ...
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