Invoicing - FAQs
Invoicing and Collecting Costs – Frequently Asked Questions
How do I change an invoice amount after I've opened the portal?
Once you've opened the portal with responsive documents and an invoice, you'll need to close it to make changes:
1. Open the matter.2. On the left side, click Close Portal / Stop Delivery & Return to Delivery Setup.
3. Safari returns you to the Delivery Setup steps. Change the Invoice Type as needed, then reopen the portal.
I've opened the portal, but the issuer says they can't pay by credit card and will send a check instead. How do I enable that?
First, close the portal. In the Delivery Setup, change the Invoice Type to "Manually Send Invoice," then reopen the portal. When you reopen it with the Invoice Type of "Manually Send Invoice" selected, the issuer can download the documents with no credit card paywall. When you get the check, manually enter the payment amount and check number.
What should I do if the issuer won't pay our invoice?
To turn off the paywall, close the portal. In the Delivery Setup, change the Invoice Type to be "No Inv / No Cost Recovery," and then re-open the portal. When you reopen the portal with the Invoice Type of "No Inv / No Cost Recovery" selected, the issuer can download the documents with no credit card paywall.
What if the issuer sent a check with the subpoena, but it doesn’t cover our costs?
Enter the prepaid amount in the Financial section of the left-side panel. If you select a Safari-generated invoice, it automatically deducts the prepayment amount, and the issuer is only billed for the balance.
Can I invoice the Serving Party / Issuer more than once for a matter?
Yes, that's possible, but there are some limitations and special workflow steps to make that happen. Safari plans to make improvements to address these issues in the future.
WORKFLOW - GENERALLY
If you've designated a matter as a rolling production, you'll actually need to close the portal, make the new invoice selection (see next section), and then re-open the portal.
INVOICE WORKFLOW
- Safari-generated invoice. If you use a Safari-generated invoice for each new paywall, Safari automatically deletes the prior invoice in the Financial folder and replaces it with the new one. To keep a copy of the original invoice, before re-opening the portal, download the invoice, and then re-upload it to the Internal folder (tip: you might want to rename the file to show it's been paid with the date).
- Manual invoices. If you're manually uploading invoices, if you keep all prior and current invoices in the Financial folder, then all will be presented to the Serving Party each time you open the portal. If you only want to present the current invoice with the portal, then do the same thing as with a Safari-generated invoice (download it, and then re-upload it to the Internal folder and rename the file to show the paid date).
DISPLAYS AND REPORTS
All payments appear in the Delivery Details section of the matter, but not in the Financial section of the left-side panel (only the most recent payment appears). But reports do have fields to show total payments for a matter.
Can I reopen the portal after an issuer has paid the invoice and accidentally closed it (or it expired)? How?
Yes, you can reopen the portal without charging the issuer again by changing the status to “Delivery Setup” and checking the box to deliver. This resends another portal invitation with the same Response ID and passcode as before (assuming the issuer information has not been changed). If the issuer has paid and accidentally closed the portal or the portal expired, to avoid billing the issuer again, do the following:
- Change the Status to Delivery Setup and click SAVE
- Choose “No Inv / No Cost Recovery” for the invoice type to avoid double billing.
Note that, when you re-open the portal again with "No Inv / No Cost Recovery," the matter no longer shows an invoice amount, but the SecureShare payment still appears in reports and is included in your monthly payment from Safari.
How can I reimburse the Serving Party / Issuer if I invoiced the wrong amount?
If the Serving Party / Issuer has already paid an incorrect invoice or if you decide to reduce the amount after the invoice has been paid, Safari does not currently enable issuing reimbursements. You'll need to handle the reimbursement outside of Safari. Additionally, payment adjustments cannot be tracked in Safari at this time, but this feature is planned for a future release.
Is there a question that we have not answered? Please send us the question to
support@safarilaw.com, and we'll add it to this FAQ.
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