Legal Aid US: Set Up Funding Sources and Grants

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With Clio's grant management feature, legal aid organizations can use Clio Manage to track matter activity, such as time and expenses, across various grants and funding sources. You can track time and expenses to both matters and grants or to only grants, use organization and matter dashboards to view how users spend their time, and filter and track grant deliverables for matters and activities.

Tip: After setting up your funding sources and grants, you can use the financial eligibility calculator to determine if prospective clients are eligible for legal services, associate grants to matters, track time and expenses, track grant spend down financials, and manage exports and reports. Learn more here.

Add funding sources

Before adding a new grant and any time and expense entries, you need to create a funding source. 

  1. Go to Settings > Grants.
  2. Select the Funding sources subtab.
  3. Click New funding source.
  4. Name the funding source and click Save funding source.

Tip: You can also add a funding source when creating a new grant. In the Funding source dropdown you can click Add funding source.

 

Edit and delete funding sources

Once a funding source has been created, you can edit the name of a funding source at any time after creating it. You can also delete a funding source as long as the funding source is not selected on a grant. If the funding source is selected on a grant, replace it with another funding source on the grant and then delete it.

Edit name Delete
  1. Go to Settings > Grants.
  2. Select the Funding sources subtab.
  3. Click Edit for the applicable funding source.
  4. Rename the funding source and click Save funding source

 

Create new grants

After creating a funding source, you can begin adding new grants to your Clio Manage account. 

  1. Go to Grants.
  2. Click New grant.
  3. Complete the grant details. The grant name and funding source are required fields.
  4. Click Save grant.
Tip: When selecting a funding source, click Add funding source if you need to create a new funding source.

 

Edit grants

Once your grants are set up, you can edit them from the Grants or Matters tabs. When editing a grant, you can update its name, change the funding code, and replace the current funding source with a new funding source. 

Note: The funding source is a required field. This means that you can only change a funding source on a created grant. You cannot remove a funding source and leave the field blank.

  1. Go to the Grants tab and click the grant name under the Name column. 

    Note: You can also access a grant via the Matters tab. Go to the Matters tab and click the grant name under the Reporting grants column. If you don't see this column while in your Matters tab, you can add it to the display table.

  2. Click Edit.
  3. Make your changes and click Save grant.

 

Apply sorting order to grants

Once your grants are set up, you can apply a sorting order that will affect the order in which your grants appear in lists. The sorting order will apply to any table that lists your grants and also any fields where you can select your grant from a dropdown list.

Note: The sorting order selected in your settings will not affect the grant order set when matters are associated with grants. 

  1. Go to Settings > Grants.
  2. Click and hold the three-line icon to drag a line item above or below other line items to change the order.

 

Delete grants

If you want to permanently remove a grant from your account, you can delete it. Deleting a grant will permanently delete it from your account and from any matters associated with the grant.

If you think you may want to use the grant at a future time, you can archive it instead. Learn more about archiving grants here.

Note: You can only delete grants that do not have any associated matters or activities. If a grant has matters and/or activities, remove the grant from the matters and delete the activities before deleting the grant.

  1. Go to Grants.
  2. Click on the name of the grant that you want to delete.
  3. Click Delete.
  4. Check the box to confirm that you understand the consequences of your action, then click Delete grant.

 

Archive and unarchive grants

If you want to make a grant temporarily unavailable, you can archive it. Archiving a grant will make it unavailable to add to a matter and for time or expense tracking. Archived grants will still show on matters when edited and be available for reporting and export purposes. You can also edit and delete archived grants and unarchive any archived grants. 

If you know you want to permanently remove the grant from your account, you can delete the grant instead. Learn more about deleting grants here.

Archive grant
  1. Go to Grants.
  2. Click on the name of the grant that you want to archive.
  3. Click Archive, then confirm by clicking Archive grant.
Unarchive grant
  1. Go to Grants.
  2. Select the Archived subtab to see your archived grants.
  3. Click on the name of the grant that you want to unarchive.
  4. Click Unarchive.

Note: You can also edit and delete archived grants by first finding these grants in the Archived subtab and the following the usual Edit grants and Delete grants instructions.

 

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