How to Use NomosPay · Legal Billing for monday.com

👋 Start here — your 7-step path

0 of 7 done

Work through the steps top to bottom. Tick Mark as done at the top of each section and this bar fills up — your progress is remembered on this device, so you can stop and come back any time.

1 Install the app 2 Configure your firm 3 Set billing rates 4 Log your first time entry 5 Trust ledger (optional) 6 Review a pre-bill 7 Send the invoice

🆕 First time seeing terms like UTBMS, WIP or IOLTA? Every one is defined in the Glossary — and hovering a dotted term shows it instantly.

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Read first ⏱ 2 min read

App Overview — What's inside NomosPay

The big picture before you dive in

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In plain English: NomosPay turns the hours your lawyers work into invoices your clients pay. You record time against a case, the app prices it using the rates you set, a partner checks the draft, and then it becomes a PDF (or an e-billing file) you send out. Nothing leaves your firm until a human approves it.

NomosPay is a Board View app — it lives inside your monday.com workspace as a full-screen panel, so there is nothing to download or install on your computer. One app covers the entire billing lifecycle for your law firm, from the first matter to the final payment.

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Firm Dashboard

Live numbers: billable hours, work not yet invoiced, cash collected

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Time Entries

A stopwatch or a manual form. Start here — it's where every invoice begins

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Pre-Bills

The internal draft a partner checks and approves before the client sees it

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Invoices

The finished bill you actually send — as a PDF or an e-billing file

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Trust Ledger

Tracks client money you hold but haven't earned yet. Skip if you don't take retainers

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Rate Matrix

Who charges how much per hour. Set this before logging any time

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40+ Jurisdictions

Pick your country once — currency, tax and invoice rules follow automatically

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Conflict Check

Warns you if a new client clashes with an existing one before you take the case

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You only need 4 of these to send an invoiceRate Matrix → Time Entries → Pre-Bills → Invoices. Everything else (trust, conflicts, jurisdictions) can wait until you need it. Don't try to learn it all today.

Billing lifecycle at a glance

Log Time

→

Rate Matrix prices it

→

Create Pre-Bill

→

Partner approves

→

Final Invoice

→

Record Payment

Read that left to right — it's the whole app in one line, and it's the exact order the steps below follow. Each arrow is a hand-off you control.

Live Dashboard Preview

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WIP (MAD)

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Billable Hrs

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Realization %

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Open Invoices

Société ABC

82%

ORION SAS

64%

K. Benomar

45%

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Prep ⏱ 5 min

Before You Begin — What to have ready

Gather these now and the 7 steps take half the time

Nothing here is technical. It's the information the app will ask you for — having it on hand means you won't have to stop halfway through and go hunting.

1A monday.com account with Admin rights. Only admins can install apps. Not sure? Look for Admin in your monday.com left sidebar — if it's not there, ask a colleague who has it.
2Your firm's legal details. Registered name, address, phone, email, and your tax ID (ICE in Morocco, SIRET in France, EIN in the US). These print on every invoice, so use the exact official wording.
3A list of who bills, and at what hourly rate. Every lawyer, paralegal and clerk who records time. A simple "Name → rate per hour" list is enough.
4A monday.com board holding your cases — one item per case. Don't have one? No problem: NomosPay can create a sample board for you in step 2.

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Try it on fake data firstIf this is your first time, run through all 7 steps with a made-up client and a made-up rate. You'll see the whole cycle end-to-end in about 20 minutes, and you can delete it afterwards. Learning on real client money is stressful; learning on "Test Client Ltd" is not.

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You do not need to knowUTBMS codes, LEDES formats, or IOLTA rules. NomosPay fills these in for you, and each one is explained in the Glossary when you first meet it.

Step 1 of 7 ⏱ ~2 min

Install NomosPay

📍 monday.com → Apps Marketplace

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Goal of this step: get the NomosPay icon to appear in your monday.com sidebar. That's it — you're just adding the app, not setting anything up yet.

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Admin role requiredOnly monday.com Admins can install marketplace apps. If you are not an admin, ask your workspace admin — it takes under 2 minutes, and you can carry on from step 2 once they're done.

Installation steps

1In monday.com, click Apps in the left sidebar.
2Search for NomosPay and open the listing.
3Click Add to Workspace and approve the permissions pop-up.
4Click the NomosPay icon in the left sidebar to launch the app.

Install flow

＋ Add to Workspace

›

Install

›

Launch

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What you'll seeThe Firm Dashboard opens with a welcome screen. All counters show zero — that's normal. Complete the next steps to configure your firm.

Step 2 of 7 ⏱ ~10 min

Configure Your Firm

📍 Firm Dashboard → Settings

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Goal of this step: tell NomosPay who your firm is, which monday.com board holds your cases, and what country you bill in. You do this once — then never again.

There are three small sub-sections below. Finish all three before you log any time, otherwise your entries won't know which case or currency they belong to.

① Firm Identity

Your firm's name, address, phone and email print automatically on every PDF invoice. Stored encrypted — never visible in plain text outside the app.

1Enter your Firm Name exactly as it should appear on invoices (required).
2Add Address, Phone, and Email.
3Click Save Settings at the top of the page.

Firm Identity — form filling

Firm Name *

Acme Law LLP

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billing@acme.law

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Jurisdiction

🇲🇦 Maroc (MAD)

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💾 Save Settings

② Connect Your monday.com Boards

1In Settings → Boards, choose your Matters Board — each item = one legal matter / case / file.
2Optionally select a separate Clients Board.
3Don't have boards yet? Click Create test boards.

Board connection

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Column mappingIf your board uses custom column names (e.g. "File Ref" instead of "Matter Number"), go to Field Mapping and click Auto-detect.

③ Jurisdiction & Tax

1Select your Jurisdiction (e.g., Morocco, France, US-CA). Sets currency, date format, tax rules, and mandatory invoice mentions.
2Enter your Tax Identifiers (ICE / SIRET / EIN depending on jurisdiction).

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Done whenThe Settings page shows no red warning banners. The Overview tab lists your matters with their billing status.

Step 3 of 7 ⏱ ~5 min

Rate Matrix — Set Billing Rates

📍 Firm Dashboard → Rate Matrix

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Goal of this step: tell the app how much each person costs per hour. The "rate matrix" is just a price list: who bills, and how much they charge. Once it's filled in, every hour you log is priced automatically — you never type an amount by hand.

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Do this before logging any time — it's the #1 new-user mistakeA time entry is priced at the moment you save it. If no rate exists yet, the entry saves as 0 and stays 0 even after you add the rate later. Fixing it means editing every entry by hand.

How to add a timekeeper

A timekeeper is simply anyone whose hours get billed. Add one row per person.

1Click Add Timekeeper. Select a monday.com user from the dropdown.
2Set their Role: Attorney (AT), Paralegal (PA), or Law Clerk (CL). This is just a label used on invoices — it doesn't restrict what they can do.
3Enter their Default Hourly Rate — what this person normally charges, before any client-specific discount.
4Click Save. Repeat for everyone who bills time.

Rate calculation

Hours Logged

2.40

6-min rounding

Hourly Rate

4,500

MAD / hr

Billed Amount

10,800 MAD

Auto-calculated

What if one client pays a different rate?

Then you add an override — an exception that beats the default. When several could apply, NomosPay always picks the most specific one, from left to right:

This matter

→

This client

→

This practice area

→

Default rate

ℹ️

ExampleMaître Moujahid normally bills 4,500 MAD/hr. You agreed 5,000 MAD/hr with Société ABC. Add a client override for Société ABC — and every hour he logs on their matters is priced at 5,000, while all his other clients stay at 4,500. You set it once; the app remembers.

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Brand new? Skip overrides entirelyGive everyone a default rate and move on. You can add overrides the day a client actually negotiates one.

How to read the Rate Matrix

Timekeeper	Role	Default rate	Override	Effective rate
A. Moujahid	AT	4,500 MAD	Client: Société ABC → 5,000 MAD	5,000 MAD
S. Benali	PA	2,200 MAD	—	2,200 MAD

Step 4 of 7 ⏱ ~3 min

Log Time Entries

📍 Matter item → NomosPay tab or Dashboard → Time Entries

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Goal of this step: record that you worked on a case. A time entry answers four questions — which case, how long, what kind of work, and what exactly you did. The app works out the money itself. This is the one screen you'll use every single day.

Method 1 — From a monday.com item (recommended)

1Open any item in your Matters board by clicking its name.
2In the right panel click the NomosPay · Matter Billing tab.
3Click Log Time, then choose Timer (starts a stopwatch now) or Manual (type in time you already spent).
4In Task Code, just type what you were doing — "deposition", "contract", "court" — and pick a suggestion. These are UTBMS codes: a standard "filing system" for legal work. You don't need to learn them — the search does it for you.
5Write the narrative — one clear sentence about what you actually did. Be specific: this is what the client reads and pays for.
6Click Save Entry. The amount appears instantly, priced from the rates you set in step 3.

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The narrative is what gets you paid"Reviewed documents" invites a client to argue. "Reviewed deposition transcript of J. Smith re: breach of contract claim; identified 3 inconsistencies for cross-examination" does not. Same 2.4 hours — very different conversation.

Live timer

00:00

Recording

MatterSociété ABC

TaskL300 · Discovery

0 MAD

UTBMS code search

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deposition...

A104 Review / Analyze ✅

Example completed time entry

Task Code

L300 — Discovery

Activity Code

A104 — Review / Analyze

Narrative

Reviewed deposition transcript of J. Smith re: breach of contract claim; identified 3 key inconsistencies for cross-examination

Time logged

2 hrs 23 min

Rounded to

2.40 hrs (6-min rule)

Rate

4,500 MAD / hr

Amount

10,800 MAD

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Why 2 hrs 23 min became "2.40 hrs"Law firms bill in six-minute blocks — the 6-minute rule. Six minutes = 0.1 hour, so 2h23m rounds up to 2.4 hours. NomosPay does this conversion for you; you never do the maths.

How to read the Time Entries list

A. Moujahid · L300 — DiscoveryUnbilled10,800 MAD

S. Benali · L210 — PleadingsUnbilled3,300 MAD

A. Moujahid · A107 — Court appearancesBilled22,500 MAD

Unbilled = waiting for a pre-bill. Billed = already on a sent invoice.

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Expected resultEntry appears with status Unbilled. The Dashboard WIP total updates automatically.

Step 5 of 7 Optional ⏱ ~5 min

Trust Ledger (IOLTA / CARPA)

📍 Firm Dashboard → Trust Ledger

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In plain English: a trust account holds money that belongs to the client, not to you — typically a retainer paid up front. You may only take from it what you've actually earned and invoiced. Mixing it with the firm's own money is one of the fastest ways to get disbarred, which is why this ledger records every movement permanently.

Don't take retainers or advance payments? Skip this step — tick it done and go to step 6.

The Trust Ledger tracks client funds held in your trust / CARPA account. Every transaction is locked with a SHA-256 hash chain — meaning the history can't be altered after the fact, which is what bar auditors want to see.

How to record a trust deposit

1Click New Transaction.
2Select Type: Deposit. Choose the matter from the dropdown.
3Enter the Amount and Date. Add a short note (e.g., "Retainer received — wire transfer").
4Click Add Transaction. Balance updates instantly.

How to disburse from trust

1On an approved invoice, click Record Payment → toggle Pay from Trust.
2NomosPay checks the available trust balance, records the disbursement, and creates the trust-to-operating transfer automatically.

Trust Ledger — live balance

Available Balance

50,000 MAD

Deposit

Société ABC · M2024-012

sha256: a3f9c2…d18e

+50,000

Debit

INV-2026-00042 · payment

sha256: 7b4a1e…c93f

−18,900

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Reconcile every monthGo to Trust Ledger → Reconcile and compare the NomosPay balance to your bank statement. Monthly reconciliation is mandatory in most bar rules.

Step 6 of 7 ⏱ ~5 min

Pre-Bills — Review Before Sending

📍 Firm Dashboard → Pre-Bills

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In plain English: a pre-bill is a rough draft of the invoice that only your firm sees. A partner reads it, trims anything that looks unfair, and approves. It's the safety net between "what we recorded" and "what the client receives" — and it's why nobody can accidentally email a client a bill for 40 hours of typos.

NomosPay gathers every unbilled time entry for one matter in one period and stacks them into a draft. Nothing reaches the client until a partner clicks Approve.

Unbilled entries

→

Pre-Bill (draft)

→

Partner reviews

→

Approved

→

Final Invoice

How to create a pre-bill

1Click Create Pre-Bill. Select the Matter and Billing Period.
2NomosPay loads all unbilled time entries for that period. Review each line.
3Optional edits: fix a narrative, reduce hours, mark No Charge, or apply a write-down with a reason.
4Click Submit for Approval. The billing partner receives a monday.com notification.

How to approve (as a partner)

1Go to Pre-Bills. Items awaiting your approval show a yellow Pending Review badge.
2Click a pre-bill to open it and review the entries and total.
3Click Approve, Request Changes, or Reject.

Approval flow

⏳ Pending Review

Société ABC · M2024-012

May 2026

36,450 MAD

A. Moujahid · L300 · 2.4h10,800 MAD

A. Moujahid · A107 · 5h22,500 MAD

S. Benali · L210 · 1.5h3,150 MAD

✓ Approve

Request changes

Pre-Bill Approved!

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Expected result after approvalThe pre-bill status turns green and locks. It is now ready to be converted to a final invoice.

Step 7 of 7 ⏱ ~5 min

Generate & Export Invoices

📍 Pre-Bills → Approved → Finalize Invoice

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Goal of this step: turn the approved draft into the real bill and get it out the door. Which format do I pick? If a human reads it, send the PDF. If your client is a big company or an insurer with a billing portal, they'll also want a LEDES file. Unsure? Send the PDF and ask.

How to generate a final invoice

1In the Pre-Bills list, find an approved pre-bill (green ✓) and click Finalize Invoice.
2Review the summary: fees, disbursements, taxes, and the total due.
3Click Export and pick your format(s). PDF is the safe default.

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Finalizing locks the entriesOnce an invoice is generated, its time entries flip to Billed and can no longer be edited — that's a legal audit requirement, not a limitation. Fix mistakes at the pre-bill stage, while they're still cheap to fix.

Invoice export

INV-2026-00042

📄 PDF Invoice

📊 LEDES 1998B

🔢 LEDES XML 2.1

🇪🇺 Factur-X

Exporting…0%

✓ 4 files ready to download

How to record a payment

1In the Invoices list, find the invoice (status: Sent) and click Record Payment.
2Enter the Date and Amount. Enable Pay from Trust to debit the correct trust ledger automatically.
3Click Save. Invoice status becomes Paid.

How to read the Invoices list

INV-2026-00042 · Société ABCPaid36,450 MAD

INV-2026-00043 · ORION SASSent12,600 MAD

INV-2026-00044 · K. BenomarOverdue8,100 MAD

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Full billing cycle complete!Realization rate, collection rate and WIP totals update automatically on the Dashboard.

✨ Pro tips from power users

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Start the timer at the beginning of every task. Even a 15-minute call is billable. Small entries compound fast — don't lose them to memory.

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Set up your rate matrix before any time entries. Entries created before rates are configured show $0 and must be corrected manually.

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Write specific narratives. "Reviewed deposition transcript of J. Smith re: breach of contract" beats "reviewed documents" every time.

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Bill monthly. WIP older than 60 days is significantly harder to collect. Run pre-bills every month to keep cash flow healthy.

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Export PDF + LEDES simultaneously. The PDF goes to the client; the LEDES file goes to your e-billing portal.

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Reconcile trust every month end. Go to Trust Ledger → Reconcile and compare to your bank statement. Monthly reconciliation is mandatory in most bar rules.

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Run conflict checks before opening a matter. Dashboard → Conflict Checker catches name variations the AI-assisted search finds ("BigPharma Inc." vs "Big Pharma Holdings").

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Stuck? Common questions

The things new users ask us in week one

My time entry shows 0 — where did the money go?

You logged the time before setting a rate for that person. A rate is applied at the moment an entry is saved, and adding it afterwards does not reprice old entries. Go to Rate Matrix, add the timekeeper's rate, then open each affected entry and re-save it. Do the rates first and this never happens again.

I can't install the app — there's no "Add to Workspace" button

You're almost certainly not a monday.com Admin; only admins can install marketplace apps. Ask whoever set up your monday.com account to run step 1. Once installed, everyone in the workspace can use NomosPay normally.

Do I have to understand UTBMS codes to send a bill?

No. Type what you did in plain words — "court", "email client", "draft contract" — and pick a suggestion from the dropdown. The code is filled in behind the scenes. Corporate clients and insurers use these codes to compare bills; if your clients are individuals, they'll never even notice them.

What's the difference between a pre-bill and an invoice?

A pre-bill is the internal draft — only your firm sees it, and anyone can still edit it. An invoice is the final document the client receives; once created it locks and can't be edited. Think of the pre-bill as the rehearsal and the invoice as the performance.

Can I skip the trust ledger?

Yes — if you never hold client money before earning it (no retainers, no advance payments), you don't need it. Bill your hours, send your invoice, done. Start using the trust ledger the day a client wires you money up front.

I made a mistake on an invoice I already sent

Sent invoices are locked on purpose — silently editing a sent bill would break the audit trail your bar association requires. Issue a credit note against it and create a corrected invoice. The client sees an honest paper trail, which is exactly what you want if the bill is ever challenged.

Nothing shows on the Dashboard — is it broken?

A brand-new install shows zeros everywhere, which is correct. The numbers appear once you've connected a board (step 2) and saved your first time entry (step 4). If they're still empty after that, check Settings for a red warning banner — it usually means the Matters board isn't connected.

What is "WIP" and why should I care?

Work in Progress — hours you've worked but haven't invoiced yet. It's the money you've earned but can't spend. High WIP means you're effectively lending your clients free credit, which is why the guide keeps telling you to bill monthly.

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Glossary — Every term, in plain English

Bookmark this. Nobody is born knowing what LEDES means

Matter

One case, file or engagement for one client. In monday.com, one board item = one matter.

Timekeeper

Anyone whose hours get billed to clients — attorney, paralegal, law clerk.

Time entry

One record of work: which matter, how long, what type, and what you did.

Narrative

The sentence on the invoice describing your work. The client reads this line — make it specific.

UTBMS code

An industry-standard label for a type of legal work (e.g. L300 = Discovery). You type a keyword; the app picks the code.

The 6-minute rule

Legal time is billed in tenths of an hour. 6 min = 0.1 hr, so a 23-minute call bills as 0.4 hr.

Rate matrix

Your price list: who bills, at what hourly rate, with exceptions for particular clients or matters.

Override

An exception that beats the default rate — e.g. one client who negotiated a discount.

Unbilled / Billed

Unbilled = worked but not yet on an invoice. Billed = already on an invoice you sent.

WIP (Work in Progress)

Money you've earned but not yet invoiced. Big WIP = you're lending clients free credit.

Pre-bill

The internal draft invoice. Editable, private to the firm, needs partner approval.

Write-down

Deliberately billing a client less than the recorded hours — a goodwill discount, recorded with a reason.

Realization rate

The share of your recorded hours that actually turns into cash. 87% means you collected 87 of every 100 you earned.

Disbursement

Money the firm paid out for the client — court fees, experts, travel. Billed at cost, no hourly rate.

Trust account (IOLTA / CARPA)

A bank account for money that belongs to clients, not the firm. Kept strictly separate — mixing it is career-ending.

Retainer

Money a client pays up front. It sits in trust and only becomes yours as you invoice against it.

Reconciliation

Checking each month that the app's trust balance matches the bank's. Mandatory under most bar rules.

LEDES

A machine-readable invoice format for corporate clients and insurers. Same bill as your PDF, written for a computer.

Factur-X

The European e-invoicing standard: a PDF a human can read with machine data tucked inside it.

Conflict check

Searching for a clash before taking a client — e.g. you already act against them elsewhere.

Hash chain

A tamper-evident stamp on each trust transaction. Alter history and the stamps break — auditors look for exactly this.

Credit note

The correct way to fix a sent invoice: cancel it on the record, then reissue. Never edit a sent bill.

Still stuck? Ask a human. No question is too basic — we would much rather answer it than have you guess. Our team typically responds within one business day.

✉ Contact Support

Your first invoice — step by step