Record Bill and Retainer Payments

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When a bill is sent to a client, the bill moves to a paid state after a payment is recorded. You can record payment for a single bill, including multi-matter bills, or for multiple separate bills for a single client. You cannot record payment for bills belonging to multiple different clients at the same time.

Tip: Use Clio Payments to record debit and credit card payments and to request your clients to store payment methods on file for simpler billing.

Record single bill or multi-matter bill payment

You can record payment for a single bill and a multi-matter bill in the same way. A multi-matter bill is single bill that includes activities for multiple matters belonging to one client. You can combine multiple matters for one client onto one bill when generating a new bill using the bulk billing feature (New bills button in the Billing tab).

Note: When payment is applied to a multi-matter bill, the activities on the oldest created matter will be paid off first. If only partial payment is applied, the payment will be applied to the matter that was created first in Clio. Any remaining payment amount will be applied to the remaining matters from oldest to newest.
  1. Go to the main Billing tab or the Bills subtab in a matter or contact.
  2. Click the down arrow next to Send and select Record payment.
  3. Select the payment source, deposit account, the amount being paid. You can also add a description or note. If the client has available client funds, you will see the option to select funds from the client funds account
  4. Click Record payment.

 

Record payment for a single client's multiple bills and matters

Follow the steps below to record a payment for multiple bills and/or multiple clients belonging to one matter.

  1. Go to Billing.
  2. Click Record payment.
  3. Search for the client. All unpaid bills for that client will appear.
  4. Select the payment source, deposit account, the amount being paid for each bill. You can also add a description or note. If the client has available client funds, you will see the option to select funds from the client funds account.
  5. Click Record payment.

 

Record payment without an approved bill (non-refundable retainer)

If a client makes a payment before a bill is approved, you can record the funds in the contact or matter and then record the funds later when a bill is generated. To record payment before a bill is generated:

  1. Go to the matter or contact.
  2. Select the Transactions subtab and click New transaction.
  3. Select the operating account you want the payment to be stored in and complete the remaining details.
  4. Click Record transaction.
  5. When a bill is generated and you click Record payment, select the operating account that contains the funds as the source of payment.
Tip: Learn more about bank accounts and payments in Clio here.

 

Apply client funds

If your client has client funds on the client or matter-level, you can record payment for a bill from the client funds. You can record payment and apply client funds at the same time as the bill approval process or after a bill has already been approved.

Note: If the client funds are not sufficient to cover the total bill payment, the bill will remain in the Unpaid state with the remaining balance.
Approve a bill and apply client fundsApply client funds to an approved bill
  1. Go to Billing or the Bills subtab in a matter or contact.
  2. Select either the Unpaid or Pending approval subtab.
  3. Click the down arrow next to Edit and select Approve & apply client funds.
  4. Select your operating account as the destination account for payment.
  5. Click Approve & apply client funds.

 

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