# RVG, Accounting & Dunning with AI — Optimaite Law

Source: [https://www.optimaite.eu/en/law/rvg-abrechnung](https://www.optimaite.eu/en/law/rvg-abrechnung)

> One finance layer for the whole firm.

RVG calculation directly from the brief, batch billing per client, ZUGFeRD/XRechnung with embedded XML, dunning levels 1–3 with automatic escalation, claims account with §367 BGB-compliant booking, trust-fund audit for bar inspections — and a tamper-evident audit trail with hash on every generated file.

**What the AI does:** AI auto-bundles unbilled hours and expenses into batch invoices · checks subject value and frame fee · monitors dunning levels and default interest — you approve.

## Problems today

### Time sheets written in arrears

At month-end someone sits in the secretariat for two days reconstructing what happened when in which matter — a third is forgotten, a third lands on the wrong file.

### Subject value is guessed

The facts say 'claim of EUR 47,500', but expenses, value adjustments and ancillary claims must be calculated by hand. Across 30 matters per month an endless source of wrong subject values.

### RVG fee table memorized

Which fee for which activity? How much is the increase for multiple clients? RVG is a book — and every forgotten rule costs fees.

## From brief to RVG invoice — four steps, two clicks

The AI calculates, you review — and never miss a procedural fee again.

### 01 — AI step

**AI:** AI reads the case file and captures activities automatically: brief drafting (RVG VV 3100), hearing (3104), settlement (1003), advice — with date, lawyer and matter tab.

**You:** You always see the activity list and add advisory sessions that aren't yet logged.

*VV 3100 → 1.3 procedural fee (civil matter, first instance)*

### 02 — AI step

**AI:** AI recognizes the subject value from motions, settlement amounts or value orders — auto-adds ancillary claims under §3 ZPO and §22 RVG.

**You:** You see the subject value with reasoning — and correct if your client agreement differs.

### 03 — AI step

**AI:** AI computes frame fees, increase grounds, expenses (post & comms, travel, copying) and VAT — against the current RVG table.

**You:** You see every fee item with rule, label and reasoning. One-click correction — e.g. reduction for simple matters.

### 04 — AI step

**AI:** AI generates the invoice with RVG-compliant breakdown, suggests a client letter with explanation and posts everything to the client portal.

**You:** Dispatch by email, client portal or print — choose in one click. Payments are tracked via Stripe or direct debit.

> **Lawyer in control:** Every calculated fee carries a rule reference (e.g. RVG VV 3100), a calculation basis and an audit stamp. The RVG table is updated centrally every 1 January — you see before/after.

## Features

- **Batch billing with smart fill** — Optimaite locates every unbilled time entry and expense per client, groups them and generates invoices across multiple matters in one go — either consolidated per client or per case.
- **ZUGFeRD & XRechnung** — Optimaite detects B2B clients automatically and finalises the invoice as PDF/A-3 with embedded XML — ZUGFeRD or XRechnung depending on the recipient. Private clients receive pure PDF/A-2b.
- **Dunning with levels 1–3** — Aging report across all open receivables, automatic escalation to dunning levels 1, 2, 3, §288 BGB default interest and dunning fees. One click to hand over to court dunning at level 3.
- **Case & claims account** — Per matter: principal, running interest (compounded), court costs, lawyer fees, enforcement costs. Partial payments apply to interest first per §367 BGB — balance court-ready at any time.
- **RVG calculator with VV auto-picker** — Full RVG table with all preliminary remarks, GKG for court fees, legal-aid PKH, automatic VV number picking from the activity log. Annual updates centrally.
- **Trust-fund audit for bar inspection** — Separate trust-fund ledger per client, booking rules per German Bar guidelines, audit report for chamber inspection as a single PDF export — no spreadsheet acrobatics.
- **GoBD audit trail with hash** — Every generated invoice is filed immutably, logged with SHA-256 hash and chained in the case file — finalised, sent, paid, voided. Bar-association proof.
- **SKR03/SKR04 & DATEV export** — Standard German charts of accounts pre-configured, SEPA direct debit (pain.001 XML), VAT pre-registration prep, BWA reports — tax advisors receive a DATEV-compatible bundle instead of a spreadsheet wallpaper.
- **Fee agreement builder** — Templates for hourly, flat and success fees (within §49b BRAO) — including client disclosure and a tenant-wide view across fee agreements and success fees.

## Optimaite RVG vs. legacy lawyer billing tools

| Feature | Optimaite Law | RA-MICRO Rechnungswesen / DATEV Anwalt |
|---|---|---|
| Subject-value recognition | AI from brief | Manual entry |
| Activity capture | Auto from case history | Secretariat re-keys |
| RVG updates | Central, nothing to do | Patch install, training |
| Client invoice with explanation | AI-generated, with client letter | Table, no context |
| Success-fee check | §49b BRAO compliance check | Manual check |

## FAQs

### How accurate is subject-value recognition?

In >95% of cases the suggestion matches manual calculation. For complex matters (multiple subjects, staged claims, dynamic values) the AI shows its calculation logic openly — you see exactly where it added or estimated.

### What about fee agreements that deviate from RVG?

Optimaite supports hourly, flat and success fees (within the legal range). When deviating from RVG the AI checks minimum-fee limits (§49b BRAO) and client-disclosure duties.

### Can I migrate from DATEV Anwalt?

Yes. We import invoice, payment, activity and master data from DATEV. A 5-lawyer firm migrates over a weekend; we accompany and provide a read-only fallback to the DATEV system.

## Related modules
- [Case Management](https://www.optimaite.eu/en/law/aktenmanagement)
- [Intelligent Inbox](https://www.optimaite.eu/en/law/bea)
- [AI Brief Drafting](https://www.optimaite.eu/en/law/schriftsatz-ki)