Edit and Download Bills

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After generating bills, you can edit any unpaid bills. Bills that have been approved have limited edit functionality and will need to be voided if you need to add or remove activities. Bills in draft or pending approval have full edit functionality, including the option to add or remove activities. If you need to edit a paid bill, you will need to delete the payment first.

Bills in all states can be downloaded and printed, including LEDES 1998B and LEDES 1998BI format bills. Learn more about the various bill states in here.

Tip: Learn more about voiding and deleting bills in here.

 

Enable full editing of unpaid bills

By default, only bills in draft and pending approval can be fully edited. You can change this setting to allow editing of all unpaid bills.

  1. Go to Settings > Billing > Bill Settings.
  2. Scroll down to Bill States.
  3. Check the box for Allow editing of approved bills and trust requests.
  4. Click Save Bill Settings.

 

Edit bill activities

By default, you can only make changes to activities for bills that are in draft or pending approval. If a bill has been approved, you can only change non-activity items, such as adding discount and invoice notes and changing the bill ID. If you want the option to make edits to activities for approved bills, you can enable this option in your settings. See the section above to learn how. Otherwise, follow the steps below to edit a bill's activities. 

Tip: When editing bills, click the content under the Type, Date, Activity category, Description, Qty, Rate, Discount, and Tax columns to make changes. If you check the Update records box, your edits will also affect the original activities. If you only want the changes on the bill and not the original activity entries, uncheck Update records.
  1. Go to Billing and click the bill ID number to view the bill. Then, click the More actions dropdown and select Edit. You can also click Edit if your bill is in draft or pending approval.
  2. Click Add time or Add expense to add new activities. Click Remove to remove activities.
    Note: Removing activities only removes them from the bill being generated. The activities will not be deleted from Clio and can still be generated on a new bill.
  3. Make any other necessary changes, such as changing the due date or applying tax or discounts. Learn more about applying discounts here, and more about tax here.
  4. Click Save invoice.

 

Edit bill invoice id

You can change the bill invoice id number for any unpaid bill. If you need to change the invoice number for a paid bill, you will need to remove the payment first. You can change the bill invoice id to any number of your choice. The next bill that is generated will have an id number that starts one number higher than the largest bill id number in your Clio account. 

  1. Go to Billing  or go to a contact or matter's Bills subtab.
  2. Click the bill ID number to view the bill. 
  3. Depending on the bill state, either click Edit or click the down arrow next to More actions and select Edit.
  4. Under ID#, enter the new value.
  5. Click Save invoice.

 

Edit bill invoice notes and options

Before sending a bill to your client, you can edit footer, invoice memo, and payment profile notes and you can change the bill theme and the client’s address if they have multiple addresses. You can choose to change or entirely remove the footer notes, invoice memo, and payment profile notes. When you make these changes, you can view them in real-time on the bill invoice.

Note: Making these changes when editing the bill will only affect the bill that you are editing. If you want to make changes to the overall bill theme, learn more here.

  1. Go to Billing and click the bill ID number to view the bill. You can also click the down arrow and select View bill.
  2. On the left menu under Options, change the bill theme or a client’s address if they have multiple addresses.
  3. On the left menu under Note, change or remove the footer notes, invoice memo, or payment profile notes.
Tip: Learn more about sharing bills in this article.

 

Download bills

Bills can be downloaded individually or in bulk. You can download the bills from the main Billing tab, the Bills subtab within a contact or matter, or by clicking the bill ID to view a bill.

From the billing table Download a bill while viewing
  1. Go to the main Billing tab or the Bills tab within a matter or contact.
  2. Optional: Check the box next to all the bills you want to download.
  3. Click the Actions down arrow and select Download bill.
  4. Choose the output format and click Download.

 

Print generated bills

If you need to print bills that you previously generated, follow these directions:

  1. Go to Billing.
  2. Select the relevant bill status subtab. Click All to view all generated bills.
  3. Check the box next to the bills you want to print.
  4. Select down arrow next to Send and click Print.

 

LEDES 1998B and LEDES 1998BI

In Clio Manage, firms that require LEDES format bills can download individual and bulk bills in LEDES 1998B and LEDES 1998BI format. You can also enter your law firm ID or tax ID number in your settings, add a LEDES client ID in a contact card, and use Timekeeper classification codes, if these options are required for your output files.

Important: You can only use this feature if you enable and use UTBMS codes when adding time and expense activities.
 
Download one LEDES Download multiple LEDES
  1. Go to Billing.
  2. View a bill by clicking the bill ID number or click the down arrow next to Send and select View bill.
  3. Click the down arrow next to Download PDF and select either Download LEDES1998B or Download LEDES1998BI.

 

Law firm ID or tax ID

To add your Law Firm ID or Tax ID to your output files:

  1. Go to Settings > Account and Payment Info > Account Info.
  2. Scroll down to LEDES Law Firm ID, Tax ID, or GST Number and enter the relevant value.
  3. Click Save New Information.

 

LEDES client ID

To enter the client ID in a contact card:

  1. Go to Contact and click Edit. You can also search for the contact in the global search or click Recents to find a recently viewed contact, and then click Edit contact.
  2. Open Billing preferences.
  3. Under LEDES client ID, enter the relevant value.
  4. Click Save contact.

 

Timekeeper classification

Timekeeper classification codes are used in place of Job Titles in Clio and can be added to user profiles.

Add a new job title from a list of LEDES codes:

  1. Go to Settings > Groups, Permissions, and Job Titles.
  2. Select Job Titles and click Add.
  3. Click Add from LEDES 1998B Timekeeper List.
  4. Select the relevant choices and click Save & Close.

 

Add a LEDES Timekeeper job title to a user:

  1. Go to Settings > Manager Users.
  2. Click Edit below a user’s name.
  3. Scroll down to Job Title and add the relevant job titles from the LEDES Timekeeper list that you previously added.
  4. Click Save New Information.

 

Change currency

Clio does not offer currency conversion. If you change the currency in your settings and on bills, this change only affects the currency symbol on new bills. You can change the currency symbol on an existing bill without changing it in your account settings.

Important: Changing your currency in your settings will affect ALL existing time entries.

In your user account For an existing bill
  1. Go to Settings > Billing > Bill Settings.
  2. Scroll down to Default Currency.
  3. Select a new currency.
  4. Click Save Bill Settings.

 

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