Settings

The Settings page lets you configure your own account, your organization, team, workflows and integrations. Owners and admins open it from Settings in the sidebar; everyone else opens it from the command palette (⌘K → Settings) or the gear icon on the Notifications page.

My Settings#

Profile#

• Display Name and Email
• Change Password, or Set Password if you signed up with Google or Microsoft

Notifications#

• Email notifications: turn them on or off, and choose which notifications you get
• Weekly digest: owners and admins get a summary of the week's activity on Mondays (turn it on or off here); it doesn't replace individual emails
• Daily agenda email: a morning email with overdue and upcoming deadlines and leads still waiting for a reply

Email Forwarding#

Create your private intake address and forward client emails to it, automatically from your inbox or one at a time. Flow files each message under the right client. The tab includes setup steps for Gmail and Outlook, and an optional AI Intake Assistant that replies to new leads from email with a few qualifying questions.

Organization#

General#

• Organization Name: your firm's display name
• URL Slug: your firm's unique web address identifier
• File Storage Region: where your uploaded files are stored (United States, Europe or Asia Pacific). Europe for firms that signed up on flow.lawzana.com; chosen when the workspace was created for firms that started from the Lawzana Directory. It cannot be changed.

Firm Details#

• Firm Address: your business address for engagement letters and letterhead
• Primary Jurisdiction: the country (and state or region) where your firm mainly practices

Invoicing & rates#

The defaults for billing your clients. Fill in every card before anyone logs time, then click Save invoicing settings at the bottom. Only owners and admins can change them.

Rates & time

• Default hourly rate: prices time when no more specific rate exists. Leave it empty and time shows Needs rate
• Currency: your firm's billing currency. If it isn't set, Flow uses the billing currency from Engagement Letters, then the currency of your firm's country (from Firm Details), and US dollars only when it can't tell. Your default and staff rates are in this currency. You can change it later, but time and expenses already logged in the old currency are then left out of invoices, and your rates keep their amounts in the new currency. See Billing in Another Currency
• Payment terms (days, 0 = on receipt): days until an invoice is due. A client's own terms win
• Billing increment (1 min, 6 min or 15 min) and Rounding (Round up, Nearest or No rounding): only the billed time is rounded; the time worked is kept
• New time billable by default: whether the Billable switch starts on when someone adds time or saves a timer. Turn it off if most of your work isn't billed; each entry can still be switched

Staff rates: one hourly rate per fee earner. Blank uses the default rate.

Invoicing & tax

• Default tax rate (%) and Tax name on invoices (for example VAT, TVA or GST): applied to each new draft, where the rate can still be changed. The name starts as "VAT", and a blank name is saved as "VAT", so type the name your clients expect
• Invoice number prefix: numbers are the prefix plus four digits. Set it before your first invoice, because issued numbers never change
• Name of your tax ID and Your tax ID: printed under your firm's name. Left blank, the name reads "Tax ID" in the client's language
• Payment instructions: free text such as your bank name, IBAN and the reference to quote. Printed on every invoice and on the client's invoice page. An issued invoice keeps the instructions it was issued with

See Invoicing and Time Tracking for how these settings are used.

Subscription#

Your Lawzana Flow plan. This is what your firm pays for Flow, not the invoices you send your clients.

• Current Plan: Free, Essentials or Advanced, with status (Active, Past Due or Canceled)
• Usage: active seats, pending invitations and estimated monthly cost
• Manage Billing: opens the Stripe billing portal to update your card and download invoices (Owner only)
• Cancel subscription (Owner only). See Billing & Plans

The Subscription tab also shows AI Usage:

• AI Actions Used this month, and what remains
• When your quota resets
• The actions that count towards your credits (see Billing & Plans for the credit table)
• Lead AI: turn automatic AI on new leads on or off
• Overage (Essentials and Advanced): allow usage beyond the monthly credits, up to a ceiling you set
• Document storage used against your plan's limit

Team#

Members#

• View all current team members with their roles
• Invite Member: send an invitation email
• Change a member's role with Make Admin, Make Member or Make Viewer
• Remove from Team: revoke a member's access, and optionally reassign their leads and matters
• Resend or revoke pending invitations

Groups#

• Create groups within your organization
• Add members to groups
• Mark a group lead
• Share leads and matters with a whole group at once

Access#

• Record visibility: choose whether members and viewers see every lead and matter, or only the ones assigned or shared with them. Owners and admins always see everything.
• Ethical Walls: restrict matters to the people who are granted access. See Ethical Walls.

Workflow#

Matter Stages#

Customize the stages in your matter pipeline:

• Add Stage: create a new stage with a name and color
• Reorder: drag stages to change their order
• Edit: rename or change a stage's color
• Delete: remove a stage (a stage that still has matters can't be deleted; move them first)
• Templates: apply a pre-built template (Litigation, Transactional or Family Law)
• Closed/Completed stage: mark the stage where finished matters go

Lead Stages#

Customize your lead pipeline stages, similar to matter stages:

• Default, Extended Pipeline and Simple templates available
• Add, edit, reorder and delete stages
• Mark the Won and Lost stages

Milestone Types#

Define the types of milestones available in your matters:

• Each type has a Name, Color, Icon, an optional Description and a Default Reminder (days before)
• New firms start with types such as Court Date, Filing Deadline, Statute of Limitations and Client Meeting

Automations#

Create workflow rules that fire automatically when events occur. See Automations for full details.

Content#

Practice Areas#

Manage the legal specialties your firm handles:

• Add practice areas, and matter types within each one, with custom icons and colors
• Practice areas and matter types are used to categorize matters
• Each practice area can name Who gets new Directory leads
• Default areas include: Litigation, Corporate, Real Estate, Family Law, Employment, Intellectual Property, Criminal and Immigration

Tags#

Create tags to organize and filter your matters:

• Each tag has a Name, a Color and an optional Description
• Deleting a tag removes it from all matters

Document Types#

Configure the document types the AI uses when it detects a document's type and matches playbooks:

• Each type has a Key, Display Name, Category and optional Description
• Reset to Defaults restores the built-in list

Engagement Letters#

Pre-configure default values for the engagement letter wizard:

• Disclosure Defaults: default text for the AI Technology, Data Security and Conflict of Interest disclosures, and whether each is included by default
• Billing Defaults: currency, fee structure, hourly rates for partners, associates and paralegals, retainer amount and payment terms. If Invoicing & rates has no currency, this currency is used for billing

Integrations#

Contact page#

Build a simple web page where clients can contact your firm. Every message arrives in Leads. See Integrations.

Website Widget#

Configure the embeddable lead capture form for your website:

• Generate and manage your widget key and open the customizer (Owner only)
• Choose the widget mode (Inline, Button or Floating)
• Customize colors, text and form fields
• Copy the embed code

See Integrations for full details.

Calendar feed#

Create a private calendar link and subscribe to it from Google Calendar, Outlook or Apple Calendar. It shows deadlines on the matters you can see, your lead follow-up reminders and your booked appointments. The feed is one-way: changes in your calendar don't come back to Flow.

Booking#

Let clients book a meeting with you online. Each colleague sets their booking name, time zone, booking types and weekly hours; owners and admins can turn a colleague's booking off. Not shown to viewers.

See Integrations for full details.

API Integration#

Submit leads from your own forms or tools through a REST API, using your widget key. The tab shows the endpoint, the request fields, code examples and a test form.

Zapier#

Connect Lawzana Flow to other apps through Zapier (owners and admins):

• Generate API Key, then copy it straight away: the full key is shown only once
• Open the Lawzana Flow app in Zapier from the link in the setup steps and accept the invitation: the app is invite-only for now, so Zapier's search won't find it until you do
• Use the key in your Zaps to create leads from web forms, email or other tools
• Allow integrations to read billing data: off by default. Turn it on to let the billing triggers (invoice issued, payment recorded, invoice paid in full, invoice voided) read your issued invoices and payments with this key. See Integrations

Lawzana Directory#

Connect your Lawzana Directory account so directory messages and claimed leads arrive in Flow as leads:

• Connect with a pairing token, and disconnect at any time
• See your Directory plan and the Flow allowance it includes
• Turn Start AI pre-screening automatically on or off for new Directory leads

Security#

Audit Logs#

The Owner can review the history of actions in the organization:

• Search and filter by action, record type, user or date
• Export CSV for your records
• Tracks sign-ins, changes to leads, matters, contacts and documents, document views and downloads, and team member changes. See Security & Privacy.