March 14th, 2013 by Joceline Paczoski
It’s that time of the month again: Billing! The dreaded billing cycle can cause its share of frustrations, but by following this easy 4-step process you’ll be billing aficionados in no time!
Here’ s the scenario: You’ve got open bills that haven’t been paid for yet, you may have also received payments throughout the month that have been recorded in Clio but not applied to bills, and you need to run new bills too. What do you do first?
Step 1. Run Reports
Use the “Billing and Client” reports to get an accurate picture of outstanding bills and client transaction balances.
Go to the “Reports” tab, generate both ‘Accounts Receivable’ and ‘Client Ledger’ reports.
Looking at the ‘Client Ledger’ report, determine if there are any client balances that could be applied to open bills as per the ‘Accounts Receivable’ report.
Can payments be applied to bills? If YES, go to Step 2 – If NO, go to Step 3.
Step 2. Apply payments to open bills
Go to the ‘Bills – Open Bills’ tab and click into the ID number of an invoice. Click on ‘Receive Payment.’
Then in the Payments tab click on the ‘Source Account’ dropdown and select the account where funds had previously been recorded. (i.e. Trust or Operating account).
Then click ‘Record Payment.’
Once you refresh your browser the payment will be updated on the invoice.
Repeat Step 2 until all payments have been applied to open invoices. Once completed, go to Step 3.
Note: If you don’t usually hold money on behalf of a client where there would be a client credit, you can can click ‘Direct Payment/Cash’ when applying a payment to a bill.
Step 3. Generate ‘Work in Progress’ report (WIP know as a pre-bill)
Now that you have applied available payments to the open bills, you are ready to generate new bills. Prior to generating bills, run a WIP (work in progress) report to review all non-billed services and expenses.
Go to the ‘Reports’ tab and in the ‘Client Reports’ section, click on Work in Progress.Change the filter parameters as needed and generate.
As you review the report, if you notice that an entry is incorrect, go back to the matter and make the required edits.
Generate the WIP report as many times as you need to ensure that all the entries to appear on the bills are correct. When done, go to Step 4.
*** Once a bill is generated, all time and expense entries are locked in to the invoice. If a quantity or rate amount is incorrect, you would need to delete the invoice then go back to the matter and make the edits.***
Although you can edit your invoices, changes that are made on them do not get carried over to the matter. That is why it is recommended to run the WIP report first, review the entries, make changes to the matter(s) as needed and then run your bills.
Step 4. Generate New Bills
You can now generate your new invoices. Go to the ‘Bills – New Bills’ tab.
You can generate the bills how you like (per client or matter or in bulk). Simply enter a checkmark in the blank boxes in front of the client names and/or matter number then click ‘Generate Bills.’
Once generated, you can click on the invoice ID # to view the bill. ***If payments can be applied to the new bills, refer to Step 2.***
From the ‘Open Bills’ screen you can print your bills by putting a checkmark in front of the ID number and then click on ‘Print Bills.’
That’s it! Simply repeat these steps when it’s time to start your billing cycle and you’ll be a pro in no time!