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HMLR document ordering and invoicing

A guide for your finance team on how Orbital Witness will charge and invoice for HM Land Registry documents each month

Updated over 2 months ago

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

Email

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.

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