The Settlement Calculator in Clio Manage can be used to make property settlement apportionments for your conveyancing matters. When you upload the Agreement for Sale and Purchase and your source documents, Clio extracts the data, calculates each apportionment, and assembles a Settlement Summary that you can review and share with your client and the other party's lawyer.
Understand the Settlement Calculator
The Settlement Calculator is available via the Settlement Financials tab of a matter. It reads the Agreement for Sale and Purchase to anchor every calculation to the settlement date, then extracts the relevant figures from each document you upload and applies them to the Settlement Summary as prorated or fixed apportionments.
Apportionment types
- Prorated apportionments: Time-based calculations apportioned between vendor and purchaser based on the settlement date. Used for council rates, regional council rates, water usage, body corporate levies, and rent.
- Fixed apportionments: Lump-sum amounts that are not tied to a daily rate. Used for arrears, occupation fees, default interest, and similar one-off amounts.
How rates apportionments are calculated
For council rates and regional council rates, Clio uses a net basis. The amount already paid to the council is subtracted from the vendor's share before the apportionment figure is calculated, so the Amount paid field directly affects the final figure. If the vendor has paid more than their share, the purchaser allows the vendor the balance; if the vendor has paid less, the vendor allows the purchaser the unpaid share.
Upload the Agreement for Sale and Purchase
When you upload the Agreement for Sale and Purchase (the ADLS or REINZ form), Clio extracts relevant information like the settlement date, purchase price, property details, and party names.
- Go to Matters and open a conveyancing matter (i.e., a matter where Conveyance (Sale) or Conveyance (Purchase) was selected for the practice area).
- Click the Settlement Financials subtab.
- Click Upload Contract to begin.
- Select a file from your computer and click Upload.
Clio will display a settlement summary extracted from the Agreement. Extracted values are highlighted so you can easily review them and make any corrections as needed. With the Agreement uploaded you can also add apportionments.
Add apportionments
You can add apportionments by uploading source documents (such as a rates statement, regional council rates notice, LIM, water meter reading, or pre-settlement disclosure) and allowing Clio to extract the relevant information, or by adding the apportionment details manually.
- In the Settlement summary, click Add apportionment.
- Select Upload certificate.
- Select the relevant document (e.g., a rates statement, regional council rates notice, water meter reading, LIM, or pre-settlement disclosure) from your computer to upload. The relevant information will be extracted.
- The apportionment is added as a new section inside the Settlement summary. Extracted values are highlighted so you can easily review them and make any corrections as needed.
Review the extracted details to make corrections as needed or add missing information.
Tip: Click the document to open it in a preview panel on the right for an easy side-by-side comparison of the document and the extracted details.- Click Save changes to update.
- In the Settlement summary, click Add apportionment.
- Select Enter manually.
- Select the Apportionment type.
- Enter the apportionment details.
- For Water Usage, you can choose Provisional as the calculation type when the meter is being read on the settlement date. Selecting Provisional records a flat amount as the vendor's charge, pending the settlement-day reading. The Water usage rate field is hidden while Provisional is selected.
- Click Save.
The apportionment is added as a new section inside the Settlement summary.
View, edit, or delete apportionments
Every apportionment that Clio generates can be reviewed and edited before the Settlement summary is finalised. A side-by-side viewer lets you check the extracted values against the original document.
In the Settlement Financials tab, click the expand arrow for the apportionment you want to view.
Tip: Click the document link to open it in a preview panel on the right for an easy side-by-side comparison of the document and the extracted details.
In the Settlement Financials tab, click the expand arrow for the apportionment you want to view.
Tip: Click the document link to open it in a preview panel on the right for an easy side-by-side comparison of the document and the extracted details.- Make changes to individual values as needed.
- Click Save changes.
- In the Settlement Financials tab, click the expand arrow for the apportionment you want to delete.
- Click Delete, then click Delete again to confirm.
Set a separate apportionment date for early possession
If the purchaser takes early possession of the property, financial responsibility shifts from the settlement date to the possession date. You can set a separate apportionment date so the calculations reflect this. The legal settlement date stays unchanged.
Download and share the Settlement summary
When the Settlement summary is ready, you can click Save to Matter > Save to Matter to save a copy of the document in Clio or click Save to Matter > Download to save a .pdf copy to your computer.
You can also share it with your client or opposing counsel via the Client Portal.
- Click Share > Through client portal.
- By default the client's name will be selected. You can select additional contacts.
- Add a message to the contact.
- Click Create client portal and share or Share.