In Clio Grow and Clio Manage, access to reports depends on the permissions on each user's profile. Clio Manage users need reports permissions, and Clio Grow users need admin permissions to view reports. In Clio Manage, users who can manage billing settings can also set how partial payments and collected fees apply to certain reports.
Note: Only administrators can change reports permissions. To change the reports allocation settings, a user needs a role that can manage billing settings, such as the Administrator or Billing role. In the old experience, Settings is in the left navigation instead of the user menu, and Invoicing is labelled Billing.
Change reports permissions in Clio Grow
In Clio Grow, a user has either admin or normal permissions. Only users with admin permissions can view reports and give other users access to reports. If you are an administrator, follow the steps below to give another firm user reports permissions.
Important: All users with admin permissions can view reports, export contacts and matters to CSV, invite users, deactivate users, add or remove licences, and update firm billing information.
- Go to the user menu > Grow settings > Account.
- In the User settings section, select the user's Normal permission.
- Select Admin.
- Click Assign permission.
Change reports permissions in Clio Manage
In Clio Manage, users need reports permissions to view and generate reports. Reports permissions give access to all reports in Clio Manage. Access to individual reports is not configurable. If you are an administrator, follow the steps below to give another firm user reports permissions.
Important: Reports permissions give the user access to other firm users' productivity data in reports, including activities and billing rates, even without billing permissions.
- Go to the user menu > Manage settings > Manage Users.
- Click Edit below the user's name.
- Scroll down to Permissions.
- Select the Reports checkbox.
- Click Save New Information.
Change reports allocation setting in Clio Manage
Clio Manage reports help you gauge how much of your client payments come from different line item categories. By default, partial payments and credit notes apply to all line items proportionally. Users who can manage billing settings can choose a different payment allocation method for how partial payments and credit notes apply to line items in specific reports. Reports allocation settings are available on select plans. Learn more about your plan's features.
Note: This setting affects the invoice payments report, fee allocation report, revenue report, realisation report, and originating solicitor revenue report. It also affects the collection rate in Insights.
Important: Each report applies the current method when it runs, including to payments recorded before the change. Re-running a report for an earlier period after you change the method can return different numbers. Previously saved reports keep their original numbers. Saving the setting creates no audit log entry.
- Go to the user menu > Manage settings > Invoicing.
- Select Reports allocation.
- Under Payment allocation, select an allocation method. The four methods are below. Each is explained after these steps, with a table of examples.
- Option 1: Pay all line items proportionally
- Option 2: Pay expenses oldest to newest first and then services and fixed fees oldest to newest
- Option 3: Pay expenses oldest to newest first and then services and fixed fees proportionally
- Option 4: Pay services and fixed fees oldest to newest first and then expenses oldest to newest
- Click Save setting.
Allocation methods
Option 1: Pay all line items proportionally
- This is the default setting. A partial payment applies to each line item based on that item's percentage of the total bill. For example, a £400 expense on a £1000 invoice is 40% of the invoice. If that invoice receives a payment of £800, 40% of that partial payment is £320, so the expense receives £320.
- Accounting systems like QuickBooks Online (QBO) and Xero also use this method. Use it if you want your firm's reporting data in Clio Manage to match the reporting data in QBO or Xero.
Option 2: Pay expenses oldest to newest first and then services and fixed fees oldest to newest
- A partial payment applies first to expense line items from oldest to newest, then to services (time entries) and fixed fees from oldest to newest. If the payment runs out before all line items are paid, the remaining line items show £0 in reports.
- If you use reports to pay employees based on their recorded time, consider Option 3 instead. Option 2 compensates employees who did earlier work on the invoice first.
Option 3: Pay expenses oldest to newest first and then services and fixed fees proportionally
- A partial payment applies first to expense line items from oldest to newest. Services (time entries) and fixed fees are then paid proportionally, based on each item's percentage of the total of all services and fixed fees on the invoice, not the invoice total. This method helps pay all employees who worked on the invoice equally.
- For example, after all expenses are paid, £100 of a partial payment remains. Services total £300: service 1 is £200 (two-thirds of the total service amount) and service 2 is £100 (one-third). Service 1 receives £66.67 and service 2 receives £33.33.
Option 4: Pay services and fixed fees oldest to newest first and then expenses oldest to newest
- A partial payment applies first to service and fixed fee line items from oldest to newest, then to expense line items from oldest to newest. If the payment runs out before all line items are paid, the remaining line items show £0 in reports.
Allocation example
In this example, you sent your client a £1000 invoice with two expense line items and two service line items. Your client paid £800 toward the invoice. When you generate a report with invoice line items, the £800 is allocated across the four line items based on your allocation setting. The table lists how much of the payment goes toward each line item under each option.
| Line item | Amount | Date | Option 1 | Option 2 | Option 3 | Option 4 |
|---|---|---|---|---|---|---|
| Expense 1 | £400 | 1 February 2024 | £320 | £400 | £400 | £400 |
| Expense 2 | £300 | 2 February 2024 | £240 | £300 | £300 | £100 |
| Service 1 | £200 | 29 February 2024 | £160 | £100 | £66.67 | £200 |
| Service 2 | £100 | 5 March 2024 | £80 | £0 | £33.33 | £100 |
Set fee allocations in Clio Manage
The fee allocation report gives your firm a detailed view of the time and expenses each user billed and collected for each matter. To support your firm's compensation and bonus structures, users who can manage billing settings can set how much of the collected fees in the report goes to the Originating solicitor and the Responsible solicitor. Updated allocations leave previously generated reports unchanged.
Note: This firm-wide setting applies to every matter without its own allocation. A matter's own percentages take priority. Firm administrators can set them by changing the allocation percentages for that matter.
- Go to the user menu > Manage settings > Invoicing.
- Select Reports allocation.
- Under Solicitor allocation, enter a percentage for Originating solicitor and for Responsible solicitor.
- Each percentage is between 0% and 100%, and the total is 100% or less.
- A blank field saves as 0%.
- If your firm has a Responsible staff field, enter a percentage for it too.
- Click Save setting.
Up next
- Clio Manage Reports, Presets, and History: Generate reports, save presets, and find past reports.
- Clio Manage Revenue Reports: Review the revenue and fee allocation reports that your allocation settings affect.