Create a new matter

Matters are Smokeball’s answer to the paper file, but accessible from anywhere. Ensure all critical documents, emails, and tasks associated with a client are all stored in one place using matters. 

Depending on the matter type you select, relevant fields are already curated for you, so you can start entering important details immediately. 

Create a new matter on the Smokeball Desktop App

You can create matters from the Smokeball Desktop App, or the Web App. Matters created in one place are viewable from both. 

To create a new matter on the Desktop App:

1. Select New Matter from the Smokeball action bar. 
   
    
2. Select the State from the dropdown menu, then expand the folder with the relevant area of law and select the appropriate matter type. 
   • If you are unsure which matter type to use for a specific matter, reach out to your account manager or view our Area of Law Practice Centre for additional best practices.
3. Select Create (or Next, depending on the matter type).
   

Smokeball will open the matter on its own window, differentiated from the main Smokeball app by a dark blue coloured banner at the top.  

After creating a new matter, you can start customising matter details:

• Show or hide relevant parties and data required, so that only the most important fields are visible.
• Then, Fill in the Matter Details section by double-clicking each line item.

The minimum data required to save a matter is a Matter Number located in the Info row, and the Client’s Name (the row underneath the matter number).

After you’ve created your first matter, consider adding frequently used matter types to your favourites, or create new matter templates to save time entering matter details. 

Create a new matter on the Smokeball Web App

1. Open the Smokeball Web App and select Matters from the left panel.

2. Select Add Matter.

   

3. Choose the state, area of law and matter type.

   

4. Select Next. Start typing in the name of the Parties to the matter and select their name from the list. You can also add a new contact from here at the bottom of the list.
   • If there are multiple parties to a matter, select the plus icon to add them.
     

5. Select the Client Role from the drop-down list.

   

6. (Optional) Enter details of the Other Side/other roles in the matter.

7. Select Next. Enter the Matter Number and Matter Description. If applicable, you can also change the Matter Opened date here.

   

8. Select Next. Select the staff members working on this matter under the Person Responsible, Person Assisting and Introducer. You can also add Referral details (including custom Referral Types) here.
   • All fields in this step are optional.
     

9. Select Next. Enter basic billing information if you have this on hand. This step is optional.

   

   • Select a Debtor from the list by selecting an existing contact or creating a new contact. You can also add multiple debtors.
   • Select the Billing Type and enter more details when prompted.
   • Select the Billing Units that apply to this matter. Learn more about billing units.
   • Choose the Hourly Rate configuration:
     • Do not override rate: This uses the rate designated for that staff member in their staff settings.
     • Use rate sets: Apply a rate set to this matter.
     • Override rate for all staff: Enter a custom rate amount that is applied to all staff listed in this matter.
     • Override default rate per staff member: Enter custom rate amounts for individual staff members listed in this matter. Select the plus icon to configure more than one staff member.
   • Select the Billing Frequency, which allows you to filter invoices based on billing frequency for reporting purposes.
10. Select Create Matter.

Access billing-specific Matter options

You can enter more details on the matter or edit existing details, by clicking on the matter in the matter list and selecting Edit Matter.

Use the Quick Links to navigate through each setting. 

• Client/Contacts
  In the Client/Contacts section, you can review, edit, and add clients, debtors, and other sides on a matter.
  Here you have the ability to create new contacts to add to a matter, as well as add, view, and edit existing contacts.
  Select View to open the contact page in a new tab and upon closing the tab will return you to the Edit Matter screen. The Edit link will display a pop-up box allowing you to edit details without leaving the page.
• Matter Details
  The Matter Details section allows you to review and edit the matter type, matter number, matter status, matter opened/closed date and matter description.
• Staff
  The Staff section allows you to review and edit Person Responsible, Person Assisting, or Introducer on a matter. You can also edit the Referrer and Referral Type.
• Billing Fees and Rates
  The Billing Fees and Rates section allows you to select and edit the matter's billing type and billing rate. In this setting, you can override the default rate for the matter by individual staff members or for all staff.
• Trust Settings
  Use the Trust Settings section to activate the evergreen retainer on a matter and set the minimum threshold and replenishment amounts. If you do not see this option, review our article on Evergreen Retainers to learn how to activate this feature.
  You can also set the default trust account for trust payments, if your firm has multiple trust accounts.
• Late Payment
  Set interest on matters with outstanding balances, including any grace period and the date you want the interest to start calculating. Learn more about Interest.
• Communication
  Set up any relevant CC or BCC email addresses that should receive email invoices and reminders. You can also indicate the default document sending preference here, especially if the client prefers to receive invoices in a way other than email.
• Invoice Settings
  Review and edit certain invoice settings for a matter including the invoice template, title, subtitle, eInvoices, and notes. Learn more about Invoice Settings.