Firm settings

Go to Setup > Settings to access the main settings page. A left-hand sidebar groups every option into six sections: General, Billing & Finance, Configure Features, Security, Other, and Misc. Click any item in the sidebar to jump to its tab. Each tab has its own Save button at the bottom; changes take effect immediately.

General

General

Field	What it does
Firm Logo (Light)	Logo used on the light-theme admin panel and the client portal header.
Firm Logo (Dark)	Logo used when the admin panel or portal is in dark mode.
Favicon	Small icon shown in browser tabs when staff or clients have CaseFlow open.
Firm Name	The firm's display name. Used throughout the admin panel and on every PDF or email the firm sends.
Firm Main Domain	Public website URL for the firm. Used in emails and on documents that link back to the firm site.
RTL Admin Area	Switches the admin panel to right-to-left layout (for Arabic, Hebrew, etc.).
RTL Clients Area	Same as above but for the client portal.
Allowed file types	Comma-separated list of file extensions that clients can upload through the portal.

Firm Information

This is the official firm record used on every invoice, fee estimate, legal proposal, billing adjustment, and engagement letter PDF.

Field	What it does
Firm Name	The legal firm name as it should appear on PDFs and emails.
Address, City, State, Zip Code, Country Code	Full mailing address.
Phone	Main firm phone number.
Tax ID Number	The firm's tax ID. Appears on PDF documents if filled.
Custom Fields	Any firm-level custom fields added at Setup > Custom Fields appear here for editing.
Company Info Format	Controls how the firm block is laid out on PDFs. Use the merge fields ({company_name}, {address}, {phone}, {vat_number}, etc.) to rearrange or relabel lines.

Localization

Field	What it does
Date Format	Choose between MM/DD/YYYY, DD/MM/YYYY, and other regional formats.
Time Format	12-hour or 24-hour clock.
Default Timezone	Used for every timestamp the system records and displays.
Default Language	The language new staff and clients see until they pick a personal preference.
Enabled Languages	Which languages appear in the language switcher.
Disable Languages	Hide the language switcher entirely if you only need one language.
Output client PDF documents in client language	When on, PDFs generated for a client (invoice, estimate, etc.) are rendered in the client's language regardless of who generates them.

Email

These controls customise how staff-sent emails look. Outgoing delivery is already configured at the platform level.

Field	What it does
Reply-To Address	Replies to firm emails go here.
BCC All Emails To	Every outgoing email is silently copied to this address (useful for archiving or compliance).
Email Signature	Default signature block appended to staff-composed emails.
Email Header	HTML or text that appears at the top of every outgoing email.
Email Footer	HTML or text that appears at the bottom of every outgoing email.
Confidentiality Disclaimer	Legal disclaimer appended to every outgoing email. Ships with a sensible default; edit it to match your jurisdiction, or clear the field to remove it entirely.
Send Test Email	Sends a test message so you can verify how headers, footers, and signatures render.

Billing & Finance

General

Field	What it does
Decimal Separator	Character used between whole and fractional amounts (comma or period).
Thousand Separator	Character grouping thousands (comma, period, apostrophe, space, or none).
Number Padding for Prefix Formats	How many leading zeros to pad invoice/estimate/proposal numbers (e.g. 005 vs 00005).
Auto-assign current team member as billing attorney	When on, the logged-in staff member is set as billing attorney on new invoices, fee estimates, and legal proposals.
Show Tax Per Item	When on, each line item shows its applicable tax.
Remove Tax Name from Item Row	Shows the tax percentage only, hiding the tax label.
Exclude Currency Symbol from Item Amounts	Strips the currency symbol from line-item amounts in tables.
Default Tax	The tax rate pre-selected on new invoices, fee estimates, and legal proposals.
Remove Decimals on Zero Amounts	2.00 renders as 2; 2.25 is unchanged.
Amount to Words: Enable	When on, the document total is also spelled out in words on the PDF.
Amount to Words: Lowercase	Renders the spelled-out total in lowercase.

Invoices

Field	What it does
Invoice Number Prefix	Text prefixed to every invoice number (e.g. INV-).
Next Invoice Number	Where invoice numbering should start (useful when migrating from another system).
Invoice Number Format	Number-based, year-based, short-year-based, or year/month-based numbering.
Invoice Due After (days)	Default payment-due window for new invoices.
Allow team members to view assigned invoices	Non-admins can see invoices they are assigned to; otherwise only admins see all.
Require Client Login to View Invoice	When on, anonymous invoice links are disabled — clients must log in to the portal.
Delete Invoice Allowed Only on Last Invoice	Prevents gaps in your invoice numbering by only allowing the most recent invoice to be deleted.
Decrement Invoice Number on Delete	When the last invoice is deleted, the next invoice number rolls back by one.
Hide Draft Invoices from Clients Area	Clients can't see invoices still in Draft.
Show Billing Attorney on Invoice	Prints the assigned billing attorney's name on the PDF.
Show Matter Name on Invoice	Prints the linked matter's name on the PDF.
Show Total Paid on Invoice	Prints the running paid total.
Show Credits Applied on Invoice	Prints any billing adjustments applied.
Show Amount Due on Invoice	Prints the outstanding balance.
Attach Invoice PDF to Payment Receipt	Bundles the invoice PDF with the receipt email.
Predefined Client Note	Default note pre-filled on new invoices.
Predefined Terms & Conditions	Default Ts&Cs pre-filled on new invoices.

Legal Proposals

Field	What it does
Legal Proposal Number Prefix	Text prefix on proposal numbers.
Legal Proposal Due After (days)	Default expiry window.
Board View Limit Per Status	Maximum cards shown in each column on the proposal board.
Default Board Sort	Initial sort: Date Created, Proposal Date, Board Order, or Open Till.
Sort Order	Ascending or descending.
Show Matter Name on Legal Proposal	Prints the linked matter on the PDF.
Hide Draft Proposals from Clients Area	Drafts stay hidden until finalised.
Auto-convert Proposal to Invoice on Acceptance	When the client accepts, CaseFlow generates the invoice automatically.
Allow team members to view assigned proposals	Non-admins can see proposals they are assigned to.
Legal Proposal Info Format	Client-block layout on the proposal PDF, using merge fields.

Fee Estimates

Field	What it does
Fee Estimate Number Prefix	Text prefix on estimate numbers.
Next Fee Estimate Number	Where numbering should start.
Fee Estimate Number Format	Number-based, year-based, short-year-based, or year/month-based.
Fee Estimate Due After (days)	Default expiry window.
Delete Allowed Only on Last Estimate	Same gap-prevention rule as invoices.
Decrement Number on Delete	Rolls the next-number counter back when the last estimate is deleted.
Allow team members to view assigned estimates	Non-admins can see estimates they are assigned to.
Require Client Login to View Estimate	Disables anonymous links.
Show Billing Attorney on Estimate	Prints the assigned attorney on the PDF.
Show Matter Name on Estimate	Prints the linked matter on the PDF.
Auto-convert Estimate to Invoice on Acceptance	When the client accepts, CaseFlow generates the invoice automatically.
Hide Draft Estimates from Clients Area	Drafts stay hidden until finalised.
Board View Limit Per Status	Maximum cards shown per column on the estimate board.
Default Board Sort	Initial sort: Date Created, Estimate Date, Board Order, or Expiry.
Sort Order	Ascending or descending.
Predefined Client Note	Default note pre-filled on new estimates.
Predefined Terms & Conditions	Default Ts&Cs pre-filled on new estimates.

Billing Adjustments

Field	What it does
Billing Adjustment Number Prefix	Text prefix on adjustment numbers.
Next Billing Adjustment Number	Where numbering should start.
Billing Adjustment Number Format	Number-based, year-based, short-year-based, or year/month-based.
Decrement Number on Delete	Rolls the counter back when the most recent adjustment is deleted.
Show Matter Name on Billing Adjustment	Prints the linked matter on the PDF.
Predefined Client Note	Default note pre-filled on new adjustments.
Predefined Terms & Conditions	Default Ts&Cs pre-filled on new adjustments.

Trust Accounts

Field	What it does
Trust Transaction Prefix	Text prefix on transaction numbers (defaults to TRUST-).
Next Trust Transaction Number	Where numbering should start.
Trust Transaction Number Format	Number-based, year-based, short-year-based, or year/month-based.
Require Reference on Trust Transactions	Staff must enter a reference/ID when recording a trust transaction.
Require Description on Trust Transactions	Staff must explain the purpose of each trust transaction.
Auto-notify Client on Trust Transactions	Clients get an email every time a trust transaction is recorded against them.
Show Client Trust Balance on Invoice	Prints the client's current trust balance on their invoices.
Minimum Trust Balance Warning	When the firm's trust balance drops below this amount, staff see a warning. Set to 0 to disable.

Plan requirement

Trust accounting is available on the Growth plan and above.

Recurring Billings

Field	What it does
Show Recurring Billings in Clients Area	When on, the primary contact can see and manage active recurring billings in the portal.
After Successful Charge: Send Invoice and Receipt	Email the client both the invoice and the receipt.
After Successful Charge: Send Invoice Only	Email the client only the invoice.
After Successful Charge: Send Receipt Only	Email the client only the receipt.
After Successful Charge: Do Nothing	No automatic email.

Payment Gateways

The firm's per-firm payment processor. Stripe is the supported gateway.

Field	What it does
Stripe Publishable Key	The public key from the firm's Stripe dashboard.
Stripe Secret Key	The private key from the firm's Stripe dashboard (stored encrypted).
Notify Firm When Client Pays Invoice	When on, the firm gets an email confirmation on every online payment.
Allow Client to Modify Amount to Pay	When on, clients can pay a custom amount instead of the full invoice balance.

Configure Features

Clients

Field	What it does
Default Clients Theme	Visual theme used in the client portal.
Default Country	Country pre-selected on new client records.
Visible Tabs on Client Profile	Which sub-tabs (Documents, Activity, etc.) appear inside the client portal.
Required Fields for Registration	Which contact and firm fields a self-registering client must fill in.
Company field is required	Forces every client to have a firm name.
Company requires Tax ID	Forces firms to also fill in a Tax ID Number.
Allow clients to register	Turns client self-signup on or off.
Require Registration Confirmation	New self-registered clients sit in a pending state until an admin approves them.
Allow primary contact to manage other contacts	The primary contact can add, edit, and remove other contacts on the client record.
Enable Spam Validation on Registration	Adds invisible anti-bot checks to the registration form.
Allow primary contact to view/edit billing details	The primary contact can update billing and shipping info from the portal.
Contacts see only own files	Each contact only sees files they personally uploaded.
Allow contacts to delete own files	Contacts can remove their own uploaded files.
Use Firm Library	Enables the knowledge base inside the client portal.
Firm Library viewable without registration	Lets anonymous visitors browse the knowledge base.
Show Fee Quote Request link	Adds a "Request a fee estimate" link in the portal (requires a request form to be selected).
Default Contact Permissions	What new client contacts can do by default.
Client Information Format	Client-block layout on PDFs, using merge fields.

Tasks

Field	What it does
Kanban Row Limit Per Status	Maximum cards shown per column on the task board.
Allow all team members to see matter tasks	Anyone on a matter sees every task on it (rather than only their own).
Restrict Comment Edits to First Hour	Staff can only edit task comments within 60 minutes of posting (admins exempt).
Auto-assign Task to Creator	New tasks are pre-assigned to whoever creates them.
Auto-add Task Creator as Follower	The creator is also added as a follower for notifications.
Stop Other Timers on New Timer	When a staff member starts a new timer, any other running timer they have is stopped.
Change Task Status to In Progress on Timer Start	Auto-moves a task to "In Progress" when its timer starts.
Billable Checked by Default	New tasks are billable unless the creator unchecks.
Round Off Task Timer	Round logged time to the nearest 5, 10, 15, or 30 minutes.
Default Status for New Task	Initial status for new tasks.
Default Priority for New Task	Initial priority for new tasks.

Prospective Clients

Field	What it does
Kanban Row Limit Per Status	Maximum cards shown per column on the prospective-clients board.
Default Status	Status assigned to brand-new prospective clients.
Default Source	Source pre-selected on brand-new prospective clients.
Duplicate Check Fields	Which fields (email, phone, website, firm) the system checks to flag a possible duplicate.
Auto-assign Converter as Responsible Attorney	When a prospective client is converted to a client, the staff member who did the conversion becomes responsible attorney.
Allow Non-Admins to Import	Lets non-admin staff bulk-import prospective clients.
Default Kanban Sort	Primary sort: date created, board position, or last contact date.
Sort Direction	Ascending or descending.
Lock Prospective Client After Conversion	Once converted, the original record can't be edited (admins exempt).

Security

Field	What it does
Require Two-Factor Authentication for All Team Members	Forces every staff login to verify with an emailed code.
Require Two-Factor Authentication for All Clients	Forces every client login to verify with an emailed code.

Other

Calendar

The Calendar tab has two sub-tabs: General and Styling.

General sub-tab — what shows on the calendar:

Field	What it does
Events Limit (Month & Week View)	Maximum events visible in a single day cell before "+N more" appears.
Default View	Month, Week, Day, or Agenda.
First Day of Week	Sunday through Saturday.
Hide notified reminders	Reminders that have already fired are hidden.
Reminders toggles	Independent on/off for prospective-client, client, fee-estimate, invoice, legal-proposal, expense, task, billing-adjustment, and engagement-letter reminders.
Item toggles	Independent on/off for invoices, fee estimates, legal proposals, engagement letters, tasks, matters, and key deadlines.
Show only my assigned tasks	Tasks are filtered to the logged-in staff member.

Styling sub-tab — colour-codes each event type on the calendar:

Field	What it does
Invoice / Fee Estimate / Legal Proposal / Reminder / Engagement Letter / Matter / Key Deadline colour	Colour swatch used on the calendar for events of that type.

PDF

The PDF tab has three sub-tabs: General, Signature, Formats.

General sub-tab — global PDF appearance:

Field	What it does
PDF Font	Typeface used across PDFs.
Swap Firm/Client Details	Flips the left/right placement of firm and client blocks.
Default Font Size	Base font size in PDFs.
Items Table Heading Colour	Background colour of table headers.
Items Table Heading Text Colour	Text colour of table headers.
Custom PDF Logo URL	Optional URL to a different logo for PDFs only.
Logo Width (px)	Display width of the PDF logo.
Show Document Status on PDF	Prints "Draft", "Sent", etc. on the document.
Show Pay Invoice link on PDF	Adds a clickable pay link on invoice PDFs (skipped for cancelled invoices).
Show Invoice Payments on PDF	Lists all payments received on the invoice.
Show Page Number on PDF	Adds page numbers to multi-page PDFs.

Signature sub-tab — when and where the firm's saved signature image is printed:

Field	What it does
Show PDF Signature on Invoice / Fee Estimate / Billing Adjustment / Engagement Letter / Legal Proposal	Independent toggles per document type.
Signature Image	Upload or replace the firm's signature image.

Formats sub-tab — paper size and orientation per document type:

Field	What it does
Invoice / Fee Estimate / Legal Proposal / Payment / Billing Adjustment / Engagement Letter / Customer Statement format	Choose A4 or Letter, Portrait or Landscape, independently per document.

E-Sign

Field	What it does
Require digital signature on Proposal acceptance	Clients must type their name and confirm identity before they can accept a proposal.
Require digital signature on Fee Estimate acceptance	Same as above for fee estimates.
Legal Bound Text	Custom legal acknowledgement text the client must read before signing.

Tags

A list of every tag in use across the firm. For each tag you can edit the label (the count next to it shows how many records carry that tag) or click Delete to remove it from every record.

Misc

Practice Automation

Schedules background work that CaseFlow runs on the firm's behalf — overdue reminders, recurring invoice generation, expiry notifications, and automatic timer cleanup. Settings are grouped by area:

Area	Field	What it does
Invoices	Hour of day to run	The hour (0–23) when overdue checks, reminder dispatches, and recurring invoice generation run each day.
Invoices	Auto-send overdue reminder after (days)	Days after the due date before the first overdue reminder goes out.
Invoices	Re-send overdue reminder after (days)	How often the overdue reminder repeats while the invoice is still unpaid.
Invoices	Send due reminder before (days)	Days before the due date to send an advance reminder.
Invoices	Re-send due reminder after (days)	How often the due-soon reminder repeats.
Recurring	Generate and auto-send	When a recurring invoice renews, send it to the client automatically.
Recurring	Generate as Unpaid	Renewals are created in Unpaid status (no auto-send).
Recurring	Generate as Draft	Renewals are created in Draft status.
Recurring	Only generate next if previous is Paid	Holds the next renewal until the prior invoice is marked paid.
Fee Estimates	Hour of day to run	The hour expiry reminders run.
Fee Estimates	Send expiry reminder before (days)	Days before the estimate expires to notify the client.
Legal Proposals	Hour of day to run	The hour expiry reminders run.
Legal Proposals	Send expiry reminder before (days)	Days before the proposal expires to notify the client.
Engagement Letters	Hour of day to run	The hour expiry and signing reminders run.
Engagement Letters	Send expiry reminder before (days)	Days before the engagement letter expires to send a reminder.
Engagement Letters	Send sign reminder every (days)	How often the "please sign" reminder repeats until the client signs.
Disbursements	Hour of day to run	The hour disbursement automation runs.
Tasks	Hour of day to run	The hour deadline reminders and timer cleanup run.
Tasks	Send deadline reminder before (days)	Days before a task's due date to notify assignees.
Tasks	Automatically stop task timers after (hours)	Timers left running longer than this are automatically closed out (set to 0 to disable).
Tasks	Send unbilled-tasks reminder	Notify designated staff about billable tasks that are completed but not yet invoiced.
Tasks	Recipients	Which staff get the unbilled-tasks reminder.
Tasks	Days of week	Which days the unbilled-tasks reminder is sent.

Misc

A catch-all for system-wide preferences.

Field	What it does
Require Client Login to View Engagement Letter	When on, engagement letter links require a portal login (no public access).
Max File Upload Size (MB)	Maximum size of any single uploaded file.
Keep Previous File Versions	When a file is replaced, retain the older version in the file's version history.
Top Search Bar Result Limit	Maximum results shown in the global search dropdown.
Default Team Member Role	Role assigned to brand-new team members unless changed at creation.
Show Setup Menu on Hover	The Setup sidebar entry only appears when you hover the main sidebar.
Show Help Menu Item in Setup	Adds a Help link inside the Setup menu.
Use Minified Assets	Loads compressed CSS and JavaScript for faster page loads.
Save Last Order for Tables	Remembers the last column-sort you chose on each list view.
Show Table Export Button	Whether the Excel/PDF export button on lists is available to all staff, admins only, or hidden.
Tables Pagination Limit	Default rows-per-page on list views.
Inline Create permissions	A set of toggles that let non-admin staff create new prospective-client statuses, prospective-client sources, client groups, engagement-letter types, and disbursement categories from within the relevant create/edit screens.

Saving changes

Every tab has its own Save button at the bottom. Settings are tab-scoped: hitting Save on the Invoices tab won't save changes you've made on, say, the Email tab.