Record and Export Transactions

Recording vendor transactions and exporting account data provides your firm with a complete, auditable financial record for every matter. Accurate transaction logs ensure that disbursements to third parties are tracked against the correct client ledger, and exported data provides the raw input needed for external accounting reconciliation.

Record transactions

You can record a transaction to track funds moving in or out of an operating account, such as a payment to a vendor, a bank fee, or any other adjustment to your account balance. If the transaction relates to a specific client or matter, completing those fields will let you track and report on it accordingly. When recording a transaction for paying a vendor you can also link the transaction to the related expense to track payment status and keep your accounts accurate.

You can view recorded transactions showing funds out in the transactions table of your operating account, the bank account activity, and in client ledger reports.

1. Go to Accounts and select an operating account. You can also go to the Transactions subtab in a contact or matter.
2. Click New transaction.
3. Complete the required fields.
   • Amount: Enter the amount that will be paid to the vendor as a negative number (e.g., -200).
   • Date: Select the transaction date.
   • Account: Select the appropriate operating account that the funds will be paid from.
4. Complete the remaining fields as necessary. Adding information to these fields can be useful when viewing transactions and when generating relevant reports.
   • Client and matter fields: If you want to link a hard cost expense entry to the current transaction, you have to select a client and matter. When selected, the Hard cost field appears (see below).

   • Hard cost: When you select a matter with a hard cost expense entry, this field appears. Select the relevant entry from the list.

     Note: The amount entered previously must be equal to or less than (in absolute value) the amount of the hard cost.
     Note: Linking vendor transactions will update the Vendor Bill Status.
   • Source/Destination: When you’ve selected a disbursement, the vendor’s information appears in this field.
   • Invoice reference: Add reference information about the vendor invoice you received.
   • Payment method: Note your payment method (e.g., cash, cheque).
   • Cheque or reference no.: Add reference information about your payment (e.g., cheque number).
   • Description: Enter information about the purpose of the transaction (e.g. "Payment for bill [bill number]").
5. Click Record transaction.

Export transactions

Transaction data can be exported from a single bank account or from a specific matter or contact. Bank account exports support QuickBooks formats for direct integration with accounting software. Matter and contact exports are available in PDF or CSV format.

Export from a bank account

1. In Clio Manage, click Accounts.
2. Click Export transactions at the top right.
3. Select the bank account, date range, and export format.
4. Click Export Transactions.

Export from a matter or contact

1. Open the matter or contact and click the Transactions tab.
2. Select the operating or trust account.
3. Optional: Select a date range.
4. Scroll to the bottom of the page and click Export.
5. Select the file format and click Export.

Up next

• Transfer Funds Between Accounts: Move funds between bank accounts or matters while maintaining compliance.
• Create and Manage Bank Accounts: Create internal records of your firm's bank accounts.