Record, Edit, and Delete Bill Payments

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In Clio Manage you can manually record payments for bills and client funds requests. You can also edit and delete bill payments. If you need to change a payment for a client funds request, you will need to disburse the funds. Learn more here. If you are using Clio Payments, you can ask clients to pay directly by debit or credit card.

If you are in the UK and using Clio Payments, you can use a client’s stored payment method to record payment for future bills without having to request payment from a client. You can also ask clients to pay directly via credit card, debit card, Apple Pay, Google Pay, or Bacs payment. Learn more about Clio Payments here

Note: If your client makes a partial payment on their bill, the partial payment will be allocated proportionally over all line items on the bill. For example, perhaps you sent your client a $300 bill that contains one time entry for $50, another time entry for $100, and an expense entry for $150. If your client only makes a payment of $150 toward the bill, the line items will all receive a proportional deduction—the first time entry will receive a $25 payment, the second a $50 payment, and the expense entry will receive a $75 payment.

Tip: Use payment plans to automatically deduct bill payments on specified intervals. This ensures that your firm gets paid and offers your client more time to pay their bill

Record bill payments

When recording a bill payment, you can select the source of payment as a direct payment, debit or credit card payment, Bacs payment, or apply clients funds if the client has funds in their client funds account.

Note: If a client’s payment fails, they will be notified by email.
Direct payment
A direct payment is a payment made directly to the firm without using any Clio-integrated payments platform, such as Clio Payments. When you record a transaction as a direct payment, the transaction automatically moves to a paid state. 
Debit or credit card
Once you have requested and stored your client's debit or credit card payment method, you can record a card payment on a bill. A card payment can take 5-7 business days before the payment is fully processed and deposited into your bank account.
Bacs payment
Once you have requested and stored your client's Bacs payment method, you can record a Bacs payment on a bill. A Bacs payment can take 5-7 business days before the payment is fully processed and deposited into your bank account.
Client account
You can apply any client funds at the client or matter-levels for the bill payment. If you submit a client funds request to your client to top-up their client funds, you can only accept payment through direct payment, debit or credit card, or Bacs payment. Learn more about client funds requests here.
Tip: To learn how to record payment for a single bill, multiple bills, or apply trust funds to a bill payment, take a look at this billing article.

 

View bill payment history

Once a payment is recorded, you can view which firm user recorded the payment in the bill timeline, via your Firm Feed, and in the matter's Timeline.

Bill timelineFirm FeedMatter Timeline
  1. Go to Billing or go to the Bills subtab in a contact or matter.
  2. Optional: Select the Paid quick filter subtab to view paid bills only.
  3. Click Filters to narrow your search results.
  4. Click the Bill ID. You can also click the down arrow next to Send and select View bill.
  5. Under Bill Timeline, view the bill creation and payment history.

 

Bill payment status overview

Once a payment has been made, you can view the status of the payment by going to Online payments > Transactions. Paid transactions may show any of the following payment statuses:

Authorised
Your debit or credit card/bank account details have been accepted and the payment is currently being processed. Authorised payments can still be voided by clicking Void.
Completed
The payment has been successfully processed and will be deposited into the relevant bank account. The timeframe for when a payment is fully processed and deposited into your bank account depends on your client's payment method and the bank processing the transaction  See the section above on Record payment for payout timeframes. Completed transactions cannot be voided and can only be refunded.
Failed
The payment details were rejected by the other bank or something went wrong with the transaction. 
Chargeback
The disputed payment amount has been withdrawn from your firm's operating account.
Disputed
A dispute/chargeback has been initiated by the cardholder or account holder. 
Dispute Won
Your firm won the dispute and the funds have been successfully reclaimed. Learn more about disputes and chargebacks here

 

Edit recorded bill payments

When editing a recorded payment, you can edit all fields other than the write-off or credit note section. If you need to apply a credit note or write-off a bill payment, you will need to delete the payment first. Learn more about credit notes here.

Via bill paymentVia transaction
  1. Go to Billing or click the Bills subtab in a contact or matter.
  2. Optional: Click the Paid quick filter subtab.
  3. Click the bill ID to open the bill. You can also click the down arrow next to Send and select View bill.
  4. Under the Payments subtab, click Edit next to the payment.
  5. Make your changes and click Edit payment.

 

Unlink payments

If you accidentally linked a payment to the incorrect client or matter, you can unlink the payment and link it to the correct client without having to issue a refund. You can unlink payments for paid bills and simple payments that were processed in one of your bank accounts (payments from the New charge button in the Online payments tab), allowing you more choices with payments and a better client experience.

Note: You cannot unlink payment plan payments or change links for simple client funds payments (payments charged to one of your bank accounts) after partial or full refunds are made.

  1. Go to Online payments.
  2. Optional: Click Filters to narrow your transaction results.
  3. Find the payment and then click Edit.
  4. Under Client, select the new client for the payment.
    • Once the client is selected, you have the option to choose a matter. You cannot, however, link the payment to only a matter.
  5. Optional: Check the box for Apply payment to issued invoice automatically if you want this payment to be applied to approved bills for this client.
  6. Click Update payment.
  7. Click Yes, update payment to confirm and unlink the payment.

 

Delete recorded bill payments

You can only delete a recorded payment if it is a direct payment or a Bacs payment. Debit or credit card payments that have been completed can only be refunded or unlinked. Learn more about refunding payments here.

Important: You cannot delete a client funds payment. Client funds payments can only be disbursed. Learn more here.
  1. Go to Billing or click the Bills subtab in a contact or matter.
  2. Optional: Click the Paid quick filter subtab.
  3. Click the bill ID to open the bill. You can also click the down arrow next to Send and select View bill.
  4. Under the Payments subtab, click the down arrow next to Edit and select Delete.
  5. When the warning prompt appears, select Delete.

 

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