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Law firm invoice template word for Procurement

hey everyone Dustin here and today I'm going to show you how to create document templates within Clio so your Law Firm may have certain templated documents that you use over and over for example notice of reps to the client notice of hearings notice of depositions a requests for medical records certain standard documents that you always have that you always want to use but specific things may change based on the client's name the case number uh maybe the deposition changes the date and time or the address things like that that change so I'm going to show you how to create those within Clio so what you want to do first is create something called Uh custom Fields so in order to do that you'll come to I'll just show you an example maybe that's best so if I come here this is a standard document that we might use this is a request for deposition fees essentially that we use in our law firm and what you'll notice is we have certain language that's always the same so we have attempted to schedule you're requesting the certain amount the labor code blah blah blah blah blah blah but then you have certain things you see here that are have little brackets around it right so these are specific custom fields that we use so these will change every single time depending on the case matter depending on the information that's in there so what we want to do is you can create a word doc just like this and write down your normal language you want to use so for example this paragraph is normal language this is always going to be the same no matter what the case is right so you write it up but then you want to note different areas where it's going to change a little bit like the case number the defense attorney name or the doctor's name or the things like that the date perhaps uh so what you'll do then is you want to create custom fields for this thing for example the defense attorney's name so I showed this in a prior video but what you'll do is you'll come down to settings you'll click custom fields and you can create new custom Fields here so you just click add you'll click for example deposition date whatever you want you can have it as a date or you can just have it as a one-liner text which is what I usually do I usually hit default and I'll click save right so any any specific custom things you want to enter you can enter in here and it shows up here okay so for example I like these ones that I've made then what you want to do is get the code for that so we have defense attorney name right so the code of defense attorney email I want to get like the custom field code and all that is is if you look at these brackets that's what the code is so if I go in Clio and I go to settings again and I go to documents these will give the codes for those specific things so defense attorney name defense attorney email so what I might do is I'll come and I'll copy this code and this is the code I want to paste into the word doc so let's say I want to have the defense attorney's email up here for whatever reason I'll just paste that there then what happened so I have the custom code for advanced in an email so whenever I generate a specific document within a specific matter it will look so I have a custom field that says defense attorney email it will look what is the value here and it will input that here so therefore you'll get this sort of custom thing that happens per thing so I'll prep the document that way I add the language I want that's always the same okay and then I'll add the custom fields that I want right and I may need to generate them if they're already generated I could just paste them into the word doc here so once this document is ready I'll save this and then I want to upload the documents so I'll click documents click categories and templates new template select the file and I'll click save and it's uploading so I'll give it a few seconds to upload there it goes so now this is saved as a template so if I come to the specific matter and click it here I'll become the documents I'll click new create a new document from template I can search the document here and find it that way or I could just click this thing and look at the options and click it that way I can create a PDF or a Word document so if I need to edit some stuff maybe I'll do word otherwise I'll just do PDF I click create and give it a second for it to create the document and there you go documents created it shows up here I can click it it will download to my computer and I open it and as you can see some of the other stuff's removed but you see the the Gmail here and the Darth Vader here because those were custom Fields the other stuff was custom fields that weren't pertinent to this specific um Clio application but these ones work so you'll see that the text shows up there just as you wanted it to show up so that is how to create document templates again you need to use custom fields and then you get the custom Fields code which is just the name with the brackets essentially put it into word doc upload the word doc and then now you've got a custom field template that you can use in Clio now if you change a lot of this information on the custom fields for example again with deposition notices we change the date the time all that stuff and it takes a while if we want to come and do that all manually every single time especially if your staff is doing that so what we do is we use the software that we created called Legal Ninja that will automate most of that process so what I'll come here is for the custom Fields I can say which custom Fields do I want to change every time I upload a document for example a deposition notice I want to change these certain custom Fields so I just note what changes those are here and then I also say I want to generate certain document templates so I come in here and I'll say um for example the notice of hearing or whatever it is in order to change address whatever document templates I want I can add those here and I say I want to generate those as PDFs and what will happen is when I upload when I upload the position notice to Legal Ninja and I hit submit it will automatically edit the custom fields that I ask it to here and then it will generate the document templates you can also do other stuff like generate a task lists Clio notes anything else does it all automatically with one click so it's saving my staff it's making them three times faster right now by doing this method really really amazing it's something we needed so we built it and now it's available for the public so if you want to check it out it's at legalninja.ai again legalninja.ai you can check it out also like this video subscribe to our Channel and talk to you soon