Manage AI: Automate Billing and Expense Entry

Manage AI automates your firm's financial processes by using AI to generate client bills and capture expense details instantly. This end-to-end automation transforms routine financial tasks into completed, payment-ready bills, accelerating cash flow and reducing errors.

Access billing automation

You can initiate the automation setup or review bills generated by Manage AI from the AI Launchpad or the Clio Manage Billing tab.

• AI Launchpad: Click the diamond (gem) icon and select Automate your bills.
• Billing tab: Go to Billing and select the Automated Billing subtab.
• Matter Dashboard: Look for the AI Actions card to see when new bills are ready for review.

Understand the automated billing process

Once parameters are set, Manage AI takes the following steps to complete your billing cycle:

• Proactive notification: Manage AI notifies firm users before a bill is created, prompting them to enter any remaining time and expenses.
• Bill generation: The system automatically converts recorded time and expense entries into accurate draft invoices.
• Error correction and review: Manage AI corrects common errors and ensures descriptions are professional and clear.
• Route approval: The generated draft bill is automatically routed to the specified approvers for review and final approval.

Automate expense entries

Manage AI helps capture expenses instantly, reducing manual data entry and ensuring all expenses are included in client bills.

• Upload receipts: When you upload a receipt via mobile or desktop, Manage AI automatically reads the document.
• File automatically: The system extracts and fills in expense details, eliminating the need for manual entry.

Configure billing automation

A billing manager must define the parameters for automated bill generation. You can now include hourly, flat fee, and contingency matters in your cycles.

1. In Clio Manage, click the gem icon and select Automate your bills, or go to Billing > Automated Billing. 
2. In the settings modal, set the Bill generation schedule.
   1. Enter a number or use the arrows to set a cadence and select week(s) or month(s) from the dropdown.
   2. If you select weeks, select a day of the week for weekly generation.
   3. If you select months, choose to generate on a specific day of the month (e.g., Day 15) or a set day of the week (e.g., the last Tuesday).
3. Review the upcoming generation dates displayed below the schedule to confirm when the next cycle will run. 
4. Under Billing rules, set a minimum amount. 

5. Optional: Toggle the option to include flat fee and contingency matters. 
    

   Note: This setting only affects new matters. When switching an existing matter to a flat rate structure, you will be prompted to enable automated billing for that matter.

6. Under Bill details, configure your invoice dates and theme:
   1. Issue date: Choose to have the issue date be the Same day as the generation date or a specific number of days after the generation.
   2. Due date: Select Use contact's grade period or set a specific number of days after the issue date.
   3. Bill theme: Select your preferred theme from the dropdown menu. 
7. Select which time and expense entries to include. You can choose to bill activities up to the end of the previous month or week, or up to the bill generation date. 
8. Optional: Toggle the option to refine entry descriptions with Manage AI. When enabled, entries refined for clarity and polish will be highlighted in blue during the approval process.
9. Optional: Under Bill approvers, specify who needs to approve the bill, including by firm role or specific users.
10. Click Save settings.

Disable automated billing

You can stop the automated billing process for your firm at any time to cancel in-progress automations or reset your billing flags.

1. Go to Billing > Automated Billing.
2. Click Edit settings
3. In the bottom left of the Firm bill generation settings modal, click Disable Automated Billing.