Legal Aid UK: Bills and Payments

In Clio Manage, you can generate Legal Aid bills, process bulk billing spreadsheets, record payments, and allocate funds across multiple matters. These tools help you manage Legal Aid cases efficiently and track payments accurately.

Generate Legal Aid bills

To generate a Legal Aid bill, select the client and enter the required details. This feature allows you to create a single bill for a specific client directly from the billing page.

1. Go to Billing.
2. Click the down arrow beside New bills and select New Legal Aid bill.
3. Locate the client you would like to bill and click Generate bill.
4. Fill out the required information and click Generate.

Generate Legal Aid bulk load spreadsheets

You can generate CSV files for submission to the Legal Aid Agency using the bulk load feature. Clio automatically calculates and includes the associated profit cost for each activity based on the time entered.

1. Go to Billing.
2. On the upper right side, click Generate Legal Aid CSV.
3. Review the information under the Type, Submission month, and Submission year dropdown fields.
4. Check the boxes for matters you would like to bill.
5. Click Preview Submission.
6. When you are ready to download the file, click Download CSV. The CSV file will download to your computer.

Record Legal Aid bill payments

Record payments for Legal Aid matters by selecting the payment source, entering the payment amount, and assigning it to the appropriate account. This option ensures that payments are applied accurately.

Allocate payments across matters

With the payment allocation feature, you can automatically or manually distribute payments across several. Adjust the allocation values as needed, to ensure accurate tracking of funds.

1. Go to Billing.
2. Click the dropdown menu next to Record payment and select Record Legal Aid Payment.
3. In the Legal Aid Record Payments section, enter the Date, Reference, and Value of the payment. The payment will be allocated automatically.
   • If it matches the value of the Open Balance, it will allocate it across every bill.
   • If the value of the payment is less than the Open Balance, it will allocate the value to each bill sequentially until it runs out of funds.
4. To adjust the allocation, enter the desired value next to each bill.
5. If needed, select the Write off bill value checkboxes to write off remaining balances.
6. Click Record payment.

Allocate partial payment from Legal Aid agencies

Apply partial payments from Legal Aid agencies by automatically distributing the available funds across open bills. You can adjust payment amounts for each bill if needed.

1. Go to Billing.
2. Click the dropdown menu next to Record payment and select Record Legal Aid Payment.
3. In the Legal Aid Record Payments section, enter the Reference, Date, and Value of the payment. The payment will be allocated automatically.
   • If it matches the value of the Open Balance, it will allocate it across every bill.
   • If the value of the payment is less than the Open Balance, it will allocate the value to each bill sequentially until it runs out of funds.
4. If you want to change the allocation, you can type in the Payment value next to each bill.

Write-off balance of Legal Aid payments

Write off outstanding balances by selecting the bills you want to reduce to zero. This option allows you to close unpaid balance as needed for Legal Aid matters.

1. Go to Billing.
2. Click the dropdown menu next to Record payment and select Record Legal Aid Payment.
3. In the Legal Aid Record Payments section, enter the Date, Reference, and the Payment amount.
   • The value of the payment will automatically allocate sequentially against the bills with Open Balances. If you wish to change the allocation, you can type in the value next to each bill. The remaining amount will appear at the bottom of the screen in the Write off area.
4. Each bill will have a check box allowing you to select the bill remaining value to write off against each bill. Check the boxes of the bills you want to write off.
   • Any bills that you do not check the box for will remain with an Open Balance and can be paid or written off whenever you return to the Record Legal Aid Payment screen again
5. Click Record payment.

Track payments from Legal Aid agencies

Set up and track Legal Aid payments by linking them to specific bank accounts. This helps you monitor where Legal Aid funds are deposited.