Orbital Witness allows users to purchase HM Land Registry documents. Here is the end-to-end process on how you should expect to be invoiced for these charges and how you can track your team's spend.
Setting up the Direct Debit mandate
We collect the payment for HMLR charges on a monthly cadence. Once the team has been onboarded to the Orbital Witness platform, your finance team is required to set up a direct debit mandate to collect payment for charges incurred each month. The setup is quick and easy by completing the online form in the following link - https://pay.gocardless.com/BRT0002T37FMZD8
Incurring HMLR charges: user visibility on the platform
HMLR charges are incurred when a user purchases Land Registry documents on the Orbital Witness platform. Land Registry documents cost £7 each.
When a document is ordered in a matter, the user will see the charge ticker increase within the platform itself. This ensures users are always aware of the total charges they're incurring within each matter.
Daily charge emails: tracking team spend
Your finance team will receive a daily usage email every evening to track spend incurred each day.
Email subject line includes -
Charges incurred through Orbital Witness - dd/mm/yyyy - dd/mm/yyyy.
The email provides a breakdown in an attached CSV file covering the full details of each document incurred.
You should expect the daily CSV to look as follows:
Date | Office | Title No | Transaction Type | Our Ref | Your Ref | Amount | Units | User |
01/01/2001 | London | NG564747 | LR Register | CLIENT CODE / MATTER CODE | CLIENT CODE / MATTER CODE | £ | GBP | |
01/01/2001 | Bristol | NG737737 | LR Register | CLIENT CODE / MATTER CODE | CLIENT CODE / MATTER CODE | £ | GBP |
Monthly invoices: collection for the full monthly spend
Within the first week of each month, our finance team will send you:
An invoice for the total spend incurred in the previous month.
A full usage report in Excel format breaking down all charges included in the invoiced amount. Details include:
The direct debit will then be scheduled for collection on the 15th of the month. This gives you plenty of time to understand exactly what is going to be charged.
You should expect the monthly usage report to look as follows:
When | Organisation | Office Location | First Name | Last Name | Charge Type | Amount | Title | Matter Name | Matter Code | Client Code | Order Method | |
23/04/2020 | Law Firm 1 | London | Jill | Still | LR Register | £ | NGL12345 | Matter 1 | 12345 | 7627 | Matter | |
24/04/2020 | Law Firm 1 | London | Bill | Still | LR Register | £ | NGL34525 | Matter 2 | 12345 | 7626 | Matter |
VAT
Land Registry documents, purchased through Orbital Witness, are exempt from VAT.
Adjustable settings
We have some ability to restrict the format in which users can enter the Matter Code. For example, you might want all matter codes to follow the format XXXX/00001.
We can also turn off the "Client Code" field if you don't need this as a separate field.
Please speak to your customer success manager if you would like to activate either of these settings.