Sometimes, invoicing of matters covered by a legal expenses insurance may cause challenges. The most common problems and solutions for them are as follows:

Creating an invoice for the insurance company is not allowed or the invoice has incorrect information

• Ensure that all the required information (Insurance Company, Legal Expenses Insurance Number, Minimum Deductible, Deductible Percent, Maximum Compensation, and Insurance Amount fields) have been filled in for the matter principal.
• Fill in the lacking insurance information in the Parties folder of the matter by double-clicking the principal’s row. If the invoice has been created before the correct insurance information has been filled in, the invoice needs to be cancelled and recreated. Note that you can correct the insurance information on the preliminary invoice in the Payers folder.

The insurance company’s payment is incorrectly adjusted to the net and VAT in an invoice

• Ensure that the payment adjusted to the invoice has the insurance company marked as the payer and not as the principal (which is the default value when creating a new payment). NOTE! The insurance company selected as the payer must also be the same company for which the invoice was created (the insurance company that is selected in the party details of the principal). There may be duplicates of the same insurance company in the software multiple times, and the correct one can be identified based on the customer number.
• Change the insurance company as the payment’s payer and select the correct one. If the payment has already been adjusted to the invoice, you need to cancel the adjustment before you can change the payer on the payment.
• Ensure that the insurance company has not been marked to a payer role in the Parties folder of the matter.
• If yes, remove the payer mark from the insurance company, change their share to zero and move the payer role and the share to the principal. You can keep the insurance company as a party – just without a payer role. If an invoice has already been created for the insurance company when it has been in a payer role in the matter, you need to cancel the invoice, recreate it for the principal and then print it to the insurance company.
• If you import payments as reference data, the payment may be incorrectly adjusted, if the insurance company invoice has been created using the “Print for Insurance Company” function. It gives to the invoice the insurance company specific reference number (starting with 91) to recognize the insurance company as a payer. If the invoice has been created with the normal Print Invoice function, it has got a reference number starting with 6 and the principal is assumed to be the payer.
• Change the insurance company as the payer of the payment and readjust the payment.  

The insurance company’s payment is not adjusted to the VAT in an invoice of a private person or a non-taxable association

• Ensure that the “Deductible from Gross Amount” field in the Insurance tab (Matter > Parties > principal’s party information) is checked.
• If not, check the field and save the party information. Then cancel and re-create the invoice and adjust the payment again. Or cancel the invoice and change the value of the checkbox on the preliminary invoice (Payers folder > Open the payer > Go to the Insurance Information tab).

The insurance company’s payment is incorrectly adjusted also to the VAT in an invoice of a taxable corporate customer

• Ensure that the “Deductible from Gross Amount” field in the Insurance tab (Matter > Parties > principal’s party information) is unchecked.
• If the field is checked, uncheck it and save the party information. Then cancel and re-create the invoice and adjust the payment again. Or cancel the invoice and change the value of the checkbox on the preliminary invoice (Payers folder > Open the payer > Go to the Insurance Information tab).

The matter principal’s insurance information looks correct, but the payment is incorrectly adjusted

• Check if the insurance information of the matter principal has been corrected only after the invoice has already been created. You can check this by opening the related preliminary invoice, going to the Payers folder, double-clicking on the payer row, and going to the Insurance Information tab. The window displays what insurance information was set for the party when the preliminary invoice has been created.
• If necessary, cancel the invoice and create it again to have the principal’s updated insurance information to be taken into account. When an invoice is created, the software creates of it a PDF version and converts its transactions and expenses to invoice rows. Therefore, corrections made to the invoicing information no longer affect the invoice unless the invoice is cancelled and recreated.

The invoice for the deductible is incorrectly calculated

• Check that the ”Deductible from Gross Amount” selection in the insurance information of the matter principal is correct. For companies, the field must be unselected, and the maximum compensation is entered as net. For private persons or non-taxable associations, the field must be selected.
• Correct the information as required. If the invoice has already been created, you need to cancel it and create it again. If a payment has already been adjusted to the invoice, the adjustment needs to be cancelled before cancelling the invoice.

The invoice for the deductible includes only VAT or is zero

• Double check that there are no payments from the insurance company incorrectly registered for the principal.
• If not, the invoice for the deductible is correct. When the total amount of the principal’s payments (adjusted to the net amount of the invoices) exceeds the deductible for all invoices together, the deductible invoice only includes the VAT when the principal is a corporate customer. When the principal is a private person, the amount of the deductible invoice is zero.