In this article we’ll go through the steps on opening clients and matters within the GhostPractice Web Application.
Here’s our training video to get you started with the essentials.
To start, click the New Matter button on your Legal Diary page.
Assign Client
For existing client – if the matter you are opening belongs to an existing client, use the search field to look for the client number.
For new client – click the Create New button
New Client
On the New Client section, type in the client details on the Client Type, General, Financial and Billing Address sections.
Client Type
Using the field’s drop-down list, select the Client Type
Enter the following client’s details:
- Title
- First Name
- Last Name
General Section
Enter the following client details:
- ID Number
- Language – Note that the language selected will be the language setup for your system generated documents.
- VAT Number
- Email Address
- Cell Number
- Work Number
- Home Number
Financial Section
For this section, use the field’s drop-down menu to enter the preferred Trust Bank.
Note: The bank details of the Trust Account selected will show on invoices and will be the default bank on your payment and receipt requisitions. |
Billing Address
Enter the client’s billing address details:
- Physical Address
- Street Address
- Suburb
- City
- Province
- Country and Postal Code
- Postal Address Same As Physical – Note to toggle this option to Yes, if the client does not have a different postal address. Or toggle option as No, to enter the client’s Postal Address details.
Note: Review the Postal Address option as this is the address that will show on invoices, statements, and other system generated documents. |
Review the details entered and once all the sections are complete, you can go ahead and click Save.
New Matter
Once the client details are saved, the new matter section will be displayed. The Client Details are also displayed, including the date it was opened, priority level along with the Legal Team associated with your client.
Note: You can use the pencil or edit icon to update the Legal Team details associated with your client. |
Now on the New Matter section:
- Type in the Matter Name
- Enter a short File Summary or background regarding your matter.
New matter - General
Under the General section, you’ll have the option to choose a Client or Department defaults.
Note: Refer to your System Administrators or Department Heads regarding the Department defaults. This will automatically apply Department Defaults including certain Billing Preferences. |
Using the following field’s drop-down lists select:
- Department
- Legacy Account – this allows you to enter a previous system file reference
- Branch
- Process
- Sub Process
Billing Details
In this section you can add an additional Reference that will be displayed on invoices and statements.
Here, you can enter:
- Your Reference
- Description
- Invoice Template
Note to review the details entered and once done, click Save.
A notification banner will be displayed stating that the new client and matter is created. You can refer to the overview screen to confirm that the new matter is added on the list.