The recommended way to invoice matters covered by a legal expenses insurance is to first create an invoice for the insurance company. Once their payment has been received, the remaining part of the invoice is sent to the principal to be paid. In theory, the invoices to the insurance company and to the principal could be created simultaneously. However, to avoid extra work, we do not recommend it as the payment of the insurance company may not be as expected, leading to an additional invoice to the principal.

Invoice the insurance company as follows:

1. Check the validity of the information added to the matter.
   • All the required insurance information must be added to the matter principal.
   • The insurance company must not be added to matter parties as a payer.
2. Create an invoice of the matter.
3. Ensure that the invoice is as desired by previewing it with the invoice template for insurance companies. Select Print for Insurance Company > Preview
   
4. When printing the invoice, select the Print for Insurance Company option.
   • The option is enabled only when insurance information has been added to the matter party.
5. The software checks if you also wish to create an invoice for the deductible to the principal in case you have selected in the principal’s insurance information the Create Invoice for Deductible field, or it has been defined in the business unit parameters.
   • If you choose to create the invoice for deductible, that invoice can be found in the Advance Invoices folder of the matter.
6. Define the invoice content and layout in the Invoice Printing Parameters window.
7. The software creates the invoice.
   • The front page of the invoice covers the insurance company’s name and address details, number of the legal expenses insurance, subject, potential description and invoicing contact.
   • In the actual invoice, the matter principal is marked as the payer, and the invoice amount is the total invoice amount of the matter. The insurance company will calculate their share to be paid from the total.
   • The power user can define the front page’s title and descriptions in the settings. The fields can also be saved empty by adding a blank space to them.
8. Send the invoice to the insurance company.
   • It can be sent by email by selecting Print for Insurance Company > Send via Email.
   • In that case the recipient’s email address is 1) insurance company’s invoicing email address, 2) invoicing email address of the insurance company’s invoicing contact, 3) email address of the insurance company’s invoicing contact, 4) email address of the insurance company.
   • The address added to the CC field of the email message is 1) invoicing email address of the party, 2) invoicing email address of the payer, 3) invoicing email address of the payer’s contact person, 4) email address of the payer’s contact 5) email address of the payer.
9. When the payment from the insurance company has been received, adjust it to the invoice.
   • NOTE! If the adjustment is done manually, change the insurance company as the payer to have the payment correctly adjusted to the net and the VAT.
   • If you have printed the invoice using the Print for Insurance Company function and payments are imported to the system as reference data, the insurance company is automatically recognized as a payer based on the invoice reference.

Once the insurance company payment has been adjusted to the invoice, invoice the principal:

1. Print the same invoice for the principal by selecting Print Invoice on the ribbon.
   • You can select the invoice to be printed to the printer or as an email attachment. 
   • If your company uses Maventa e-invoicing, the ribbon also offers the Send Electronic Invoice button.
2. The invoice is printed without the cover letter.
   • The open invoice amount takes into account the insurance company payment which is also displayed in the invoice.
   • If the principal is a taxable company, the invoice contains all the VAT of the original invoice.
3. Send the invoice to the principal.