Frequently Asked Questions

Please see below for answers to common questions. If you don't see your question listed or want to discuss anything further, feel free to chat us anytime directly from our site, call us at (888) 384-3236, or send us an email to help@headnote.com

About Headnote

What is Headnote?

Headnote is the #1 legal billing & payment platform for solo attorneys and small firms. We strive to reduce the non-billable hours associated with invoice creation, billing correspondence, and payment collections.

Why should my firm use Headnote?

Save time and get paid faster. Stop digging through emails and paperwork to keep up with overdue payments and collections. Let Headnote simplify and automate these processes for you while you spend more time billing and growing your business. On average we save our members at least 2 hours a week and the average payment time on Headnote is 4 days (compared to the industry average of 60 days).

What are Headnote’s core features?

Great question. Take a look at our Product Page to learn more about everything we offer.

Setting Up & Using Headnote

How do I create and send an invoice?

Register and follow the setup wizard step-by-step to create your first invoice, or simply click the invoice tab, fill out the fields for creating an invoice, create an email message, review it and send it. If you have a system already in place to create your own invoices, you can just as easily upload a PDF invoice into your Headnote account.

How do I add a client?

Adding a client is easy. Click the Clients tab from the navigation bar and then click ‘Add Client’ button to enter the basic client details (name, address, email, etc.). They can now be added to an invoice draft.

Can I add multiple clients at once or import clients from my old system?

Absolutely. Email us at info@headnote.com and we’ll work with you to quickly get all your info imported without any work on your part.

How do I link my bank account?

It’s incredibly easy. Just link your operating and/or trust account(s) using our in-app experience and you’re ready to accept payments. No micro deposits or waiting times required.

What if I forgot my login information or password?

No problem. Click the “Forgot Password” button on the login page. You will be asked to input the email associated with your account and a password reset link will be sent to that email. If you forgot your login email, please contact Headnote support at 888-348-3236 or email us at support@headnote.com.

Can I make edits to an invoice that has already been sent?

This feature will be available shortly. In the meantime, you’ll need to delete the current invoice, and recreate it.

Can I send invoices to multiple email addresses?

Yes. You can add multiple email recipients to an invoice. Simply enter additional email addresses, separated by comma during step 2 of the invoice creation process.

Can I customize the emails sent out with the invoice?

Yes, the email messages are customizable. The sender can write a fully personalized message to the invoice recipient.

Am I locked into a contract as a Headnote member?

You can select either a monthly or annual plan. Monthly plans have no contract or commitment. Annual contracts last for 12 months, but there is a 30 day money back guarantee after purchase. For more information check out our Pricing Page.

What does a Headnote membership cost and what are the processing fees?

Learn more about our fees on our Pricing Page.

Accepting Payment From Clients Via Headnote

What type of payments are accepted through Headnote?

Clients can pay via any major credit card, debit card, or directly from their bank account via our eCheck feature. Attorneys can specify which payment method(s) their client has the option of using for payment when a new invoice is being created and sent.

How do I get paid?

It’s incredibly easy. Just link your operating and/or trust account(s) using our in-app experience and you’re ready to accept payments. No micro deposits or waiting times required. Once a payment is made by your client you’ll be immediately notified via email and you’ll also be able to see the real time payment status from your Headnote dashboard. The funds will be posted to your bank account within 3-5 business days.

Can I decide whether a payment is deposited into my trust or operating account?

As you’re creating a new invoice to be sent to a client you can specify if you’d like the funds to be deposited into either your operating or trust account.

What is the payment process like for my client?

Clients receive an email notification that their invoice is ready to be viewed. They click the link in their email and are taken to a screen to review or download the invoice as a PDF prior to paying. Once they’re ready to pay they just follow the prompts and enter their information and hit “Submit Payment” for either credit or debit card or eCheck.

Does my client need to register for a Headnote account in order to pay?

No, they don’t need to register for a Headnote account in order to pay and they’ll automatically receive a receipt via email once their payment has been completed.

What will my client see as the memo from the payment on their statement?

Your client will see the firm name that you enter in Firm Settings when signing up for a Headnote account on their statement. They won’t see a reference to Headnote.

Does Headnote support international banking?

Headnote only allows members to accept payments to US bank accounts. Headnote can process payments from all major credit cards, both domestic and international. eCheck (ACH) payments can be made from 1,500+ domestic banks but we do not currently facilitate transfers from non-US banks.

How long after an invoice is paid do I receive the funds?

Within 3-5 business days.

Can I see if a client has viewed the invoice but not yet paid?

Absolutely. Your dashboard will show in real time whether a client has opened, viewed or paid your invoice.

Can a client pay in partial or installment payments?

Yes. If you give your client the option to pay in multiple payments, then the invoice can be paid in increments, and the client can select the amount they would like to pay. While they can’t currently schedule future payments to occur automatically, Headnote will automatically send them a reminder when it is time for your client to initiate their next installment payment until the invoice is completely paid.

Questions About Payments Generally

What is a chargeback?

A reversal of a transaction or 'chargeback' occurs when a transaction is disputed by the cardholder. If a cardholder disputes a transaction for any reason (charge error, charge not authorized, or service not received) the dispute will be investigated by the cardholder’s issuing institution. During the period the chargeback request is being investigation Headnote will remove the funds from our member’s operating account to be held during the investigation. If the investigation is concluded in our member’s favor we will promptly return the funds to the member’s operating account.

What is PCI compliance?

PCI Compliance refers to the Payment Card Industry Data Security Standard. Any company accepting payment by card, or transmitting, storing and processing cardholder data, needs to do so securely by following PCI compliant requirements. Headnote is not required to be PCI compliant, however our payment processing partners are required to do so, and are in current PCI compliance.

What is ACH or eCheck?

ACH stands for Automated Clearing House and is a transfer from your client’s bank account. We use the term eCheck synonymously with ACH because it simulates the same process that takes place when your client writes you a paper check for your services.

Why should I offer ACH/eCheck payment to my client instead of credit card payment?

Headnote members report that their clients prefer to pay their invoices using ACH/eCheck over credit card for a variety of reasons, most importantly that many clients do not have the required credit card balance needed to pay an entire invoice for legal services. Our members prefer to accept payment by ACH/eCheck over credit cards because the fees associated with ACH/eCheck are lower than credit card fees.

Is Headnote IOLTA compliant?

Headnote is 100% compliant with the ABA’s Model Rules of Professional Conduct as well as each state bar’s rules regarding the electronic transmission and commingling of client trust funds. All trust funds are protected from commingling at all times from when you client initiates a payment from their bank account until it is deposited into your firm’s trust account, even during the electronic transmission process.

When you're ready to get paid in hours instead of months, you're ready for Headnote.

Headnote is an excellent, easy-to-use billing tool - it
gives my firm an intuitive, streamlined process that
clients love.

Law Offices of Christopher Glenn Beckom

Get Started

No credit card required.