NomosPay Documentation

NomosPay is installed from the monday.com marketplace. The entire setup takes about 10–15 minutes for a first-time configuration.

1. Find NomosPay in the marketplace. Go to monday.com, click Add in the left sidebar, search for NomosPay, and click Add to your account.
2. Grant permissions. The app requests access to read and write items in the boards you specify. These permissions are scoped — NomosPay does not access boards you have not mapped.
3. Open Billing Settings. After installation, navigate to Account Settings → NomosPay → Billing Settings. This is your firm's configuration panel.
4. Map your boards. Under Board Mapping, point NomosPay at your existing Clients board and Matters board. If you don't have these yet, use the Auto-setup button to create them with the correct column structure in about 10 seconds.
5. Set your jurisdiction and currency. Choose from 65 supported jurisdictions. This controls trust accounting rules and invoice tax fields.
6. Configure your rate matrix. Go to the Rates tab and enter your standard hourly rates. You can set different rates per attorney, per client, per matter type, or per task code.
7. Add the Matter Billing view to your items. Open any item on your Matters board, click + to add a view, and select NomosPay — Matter Billing. This embeds the timer and time-entry panel directly in the item.
8. Start your free trial. NomosPay gives you 14 days of full-featured access with up to 2 matters. No credit card required to start.

Time is logged from the Matter Billing item view, which is embedded directly inside each matter item on your Matters board.

Using the timer

Click the green Start Timer button to begin tracking time in real time. The timer runs in the background even if you navigate to other monday.com boards. Click Stop when you are done. The elapsed time populates the hours field automatically.

Entering hours manually

If you are entering time after the fact — which is common when logging a court appearance or a phone call — type the hours directly in the Hours field. You can use decimal notation (e.g., 1.5 for one hour thirty minutes) or hours-and-minutes notation (e.g., 1:30).

Filling in the time entry

Each time entry requires the following fields:

• Date — the date the work was performed (defaults to today)
• Timekeeper — the attorney or staff member who did the work
• Hours — billable hours (see above)
• Billing rate — auto-populated from the rate matrix; can be overridden
• Task code — the UTBMS phase/task code (e.g., L120 for Analysis/Strategy)
• Activity code — the UTBMS activity code (e.g., A102 for Research)
• Narrative — a plain-language description of the work performed

Saving and editing entries

Click Save Entry to record the time. Saved entries appear in the entry list below the form. You can edit any entry up until the pre-bill is sent for partner review — after that, changes require a write-down request.

UTBMS stands for Uniform Task-Based Management System. It is a standardized coding system adopted by the American Bar Association and required by most large corporate clients and insurance companies for legal billing. NomosPay includes over 200 UTBMS codes across four categories.

Task codes (the "what phase")

Task codes describe the phase of legal work. They are organized into families:

• L-codes — Litigation (L100–L800). For example: L110 Fact Investigation, L200 Pre-Trial Pleadings, L450 Trial.
• C-codes — Counseling. For transactional and advisory work outside of litigation.
• P-codes — Project-based tasks. Used for flat-fee matters and project management billing.

Activity codes (the "what you did")

Activity codes describe the type of work performed within a task. The most common are A-codes:

Why UTBMS codes matter

Many corporate clients and insurance carriers will not pay invoices that lack proper UTBMS codes. LEDES electronic billing files require both a task code and an activity code on every line entry. Courts in some jurisdictions also require UTBMS coding for fee petitions.

How fuzzy search works

You do not need to memorize 200+ codes. In the task and activity code fields, start typing a plain-English description — for example, "brief" or "deposition prep" — and NomosPay will surface the most relevant codes. On the Enterprise plan, the LLM-powered matching also understands context from your narrative text and suggests the best code automatically.

Invoices are built from the Client Portfolio board view or directly from a matter's Rates & Invoices tab.

Step-by-step

1. Open the Client Portfolio view. Navigate to your Clients board and open the NomosPay board view. Select the client you want to invoice.
2. Go to the Rates & Invoices tab. This shows all open time entries across every matter for that client, grouped by matter.
3. Select the matter. Choose which matter to invoice. You can invoice one matter at a time or combine multiple matters on a single invoice if the client prefers consolidated billing.
4. Review and select entries. Check the box next to each time entry to include it. Use the Select all unbilled shortcut to grab everything since the last invoice.
5. Apply write-downs (if any). If any entries have an approved write-down, the reduced amount will appear automatically. See the Write-Down Workflow section.
6. Review the invoice summary. The totals panel shows hours, fees, disbursements, taxes (if applicable), and the final amount due.
7. Download PDF or export LEDES. Click Download PDF for a formatted invoice to send to the client directly. Click Export LEDES to generate a 1998B, 2000, or XML file for electronic submission to the client's e-billing system.

All LEDES files generated by NomosPay are validated server-side before download. If a required field is missing — such as a task code or the client matter number — you will receive an error with the specific line number and field name, so you can fix it before submitting.

What is a trust / IOLTA account?

A trust account (called an IOLTA account in the US, CARPA in France, or an Anderkonto in Germany) is a bank account where a law firm holds client funds separately from its own operating money. These funds — retainers, settlement proceeds, costs collected in advance — belong to the client, not the firm, until they are earned.

Bar rules in every jurisdiction prohibit commingling client funds with firm funds. Violations can result in disbarment. NomosPay's trust module enforces the separation rules for all 65 supported jurisdictions.

How to use the Trust tab

1. Open the Trust tab in the Firm Dashboard (the tab labeled "Trust" or "IOLTA" depending on your jurisdiction setting).
2. Record a receipt. When a client pays a retainer or sends funds into trust, click New Trust Receipt. Enter the client, matter, amount, date, and description. The funds appear in that matter's trust ledger immediately.
3. Record a disbursement. When you draw from trust to pay an invoice or forward settlement funds, click New Disbursement. Select the trust account and amount.
4. Review the ledger. Each matter has its own trust ledger showing every transaction in chronological order, the running balance, and the hash value for that entry.
5. Run a reconciliation. At month-end, use the Reconcile function to compare the ledger balance against your actual bank statement. NomosPay will flag discrepancies.

Why hash-chaining matters

Every trust account transaction in NomosPay is recorded with a SHA-256 cryptographic hash that includes the previous entry's hash — forming a tamper-evident chain. This means that if any historical entry is altered, the chain breaks and the tampering is immediately visible.

What is a write-down?

A write-down is a reduction in the billed amount of a time entry or an entire invoice. Common reasons include: hours were excessive for the work performed, a client relationship discount, a courtesy reduction, or a billing error. Write-downs are distinct from non-billable time — a write-down acknowledges that time was worked but reduces the amount charged.

The approval tiers

NomosPay enforces a tiered approval workflow to maintain firm governance over write-downs:

The thresholds above are the defaults. Your firm administrator can adjust them in Billing Settings → Write-down thresholds.

How to apply a write-down

1. Open the time entry you want to write down from the Matter Billing view or the pre-bill review queue.
2. Click Request Write-down.
3. Enter the amount or percentage to reduce, and a reason (required for audit purposes).
4. Submit. The request is routed to the appropriate approver based on the tier rules above.
5. The approver receives a notification in monday.com. They can approve, reject, or modify the write-down amount.
6. Once approved, the entry's billed amount is updated automatically. The original amount and the write-down reason are preserved in the audit log.

How to run a conflict check

1. From the Firm Dashboard or the Conflicts tab, click New Conflict Check.
2. Enter the prospective client's name and the names of all adverse parties involved in the matter.
3. Click Run Check. NomosPay searches across all existing clients, matters, and adverse parties in your database.
4. Review the results. Each match shows the existing matter, the nature of the relationship (client, adverse party, related party), and the match confidence score.
5. If no conflicts are found, mark the matter as Conflicts cleared. This unlocks billing on that matter.
6. If a potential conflict is found, route it to the conflicts partner for review. The matter remains blocked for billing until the conflicts partner approves it or the matter is declined.

Fuzzy matching and LLM matching

Names in legal matters are often spelled differently, use abbreviations, or appear in variations (e.g., "IBM", "International Business Machines", "I.B.M. Corporation"). NomosPay's fuzzy matching algorithm catches these variations automatically — no need to search for every possible spelling.

On the Enterprise plan, LLM-powered re-ranking (using Gemini) further reduces false positives by understanding context. For example, "First National Bank" and "First National Insurance" would both match "First National" in a fuzzy search, but the LLM can distinguish that only one is actually a financial institution if that is the adverse party type you specified.