Record and Manage Online Bill Payments

With Clio Payments, you can record online bill payments, enabling your firm to apply a credit card or eCheck payment to a bill directly, using a client's stored payment method. This is separate from the client making a payment themselves, through a bill email, a secure payment link, or a QR code. In the US, you can also use the Clio Mobile App to accept tap to pay. You can record, edit, or void credit card and eCheck payments, track their status, and link them to the correct matter. Learn how to get started in Get Started with Clio Payments.

Understand online payment sources

Credit card

Record a credit card payment using a client's stored card. US payments process within one to two business days. Canadian payments process within three business days.

eCheck

Record an eCheck payment using a client's stored bank account after you confirm the account and billing details.

Record a single bill or multi-matter bill payment

You record payment for a single bill and a multi-matter bill the same way. A multi-matter bill is one bill that includes activities for multiple matters belonging to one client.

1. Go to the Billing tab, or the Bills subtab in a matter or contact.
2. Click the down arrow next to Send and select Record payment.

3. Select Credit card or eCheck as the payment source, then select the deposit account, payer, and amount paid. When the amount paid is less than the amount due, you can write off the remaining amount and add a description or note.

   Note: When the payment currency differs from the bill or deposit account currency, Clio shows the conversion rate and any gain or loss at the time of payment. If the currency difference results in an underpayment, it can be written off. An overpayment marks the invoice paid in full.

4. Click Billing information to enter the client's card or eCheck details.
5. Click Record payment.

Record payment for one client's multiple bills

1. In Clio Manage, click Billing.
2. Click Record payment.
3. Search for the client. All unpaid bills for that client appear.
4. Select Credit card or eCheck as the payment source, then select the deposit account, payer, and amount paid for each bill. When the amount paid is less than the combined total, you can write off the remaining amounts.
5. Click Billing information to enter the client's card or eCheck details.
6. Click Record payment.

Edit a recorded online bill payment

Via the Bills subtab

1. Go to Billing, or click the Bills subtab in a contact or matter.
2. Click the bill ID to open the bill.
3. Under the Payments subtab, click Edit next to the payment.
4. Make your changes and click Edit payment.

Via the Transactions subtab

1. Go to the contact or matter's Transactions subtab.
2. Select the account where the funds were deposited.
3. Find the payment transaction and click Edit.
4. Make your changes and click Edit payment.

Delete or void a recorded online bill payment

1. Go to Billing, or click the Bills subtab in a contact or matter.
2. Click the bill ID to open the bill.
3. Under the Payments subtab, click the down arrow next to Edit and select Delete.
4. When the warning prompt appears, select Delete.

View bill payment statuses

1. In Clio Manage, click Online payments.
2. Select the Transactions subtab.
3. Optional: Use the All, Authorized, Completed, or Failed quick filters, or click Filters to narrow your results.
4. Find your payment and review its status.

Authorized

The payment details are accepted, and the payment is being processed. You can still void it.

Completed

The payment was processed successfully and deposited into your firm's bank account. You can no longer void it, but you can refund it.

Failed

The issuing bank rejected the payment details, or an error occurred during the transaction.

Chargeback

A dispute led to a chargeback, and funds were debited from your firm's bank account.

Disputed

The payment has been disputed. This status appears for any dispute, whether an inquiry or a chargeback.

Evidence Submitted

You submitted evidence to dispute a transaction. A response from the issuing bank typically takes 40 to 90 days.

Dispute Lost

The bank ruled in the cardholder's favor, the dispute was not eligible for evidence, or your firm accepted the dispute.

Dispute Won

The case resolved in your favor, and the chargeback funds were returned to your firm.

Link a payment to a contact or matter

When a client pays through a bank account link or QR code, link the payment to a contact or matter after it processes. You receive an email when the payment is made and again when it is processed and ready to link.

From the payment email

1. Open the email confirming that the payment has been processed.
2. Click Link to a client or matter.

From Clio Manage

1. In Clio Manage, click Online payments.
2. Optional: Click Filters to narrow your results.
3. Find the payment, and under the Client column, click Link.
4. Search for a contact or matter.
5. Click Link payment.

For a secure payment link or Direct ACH payment

When a client pays via a secure payment link or Direct ACH, the payment is already linked to the correct client. Direct ACH payments automatically link to the correct client, so you only need to link the payment to a matter.

1. In Clio Manage, click Online payments.
2. Optional: Click Filters to narrow your results.
3. Find the transaction and click Edit.
4. Choose the relevant matter for the payment.
5. Optional: Uncheck Apply payment to issued invoices automatically. When checked, the payment applies to the oldest invoice.
6. Click Save payment.

Unlink a payment

If a payment is incorrectly allocated, you can move it to the correct client without issuing a refund, or unlink and relink it.

1. In Clio Manage, click Online payments.
2. Optional: Click Filters to narrow your results.
3. Find the payment and click Edit.
4. Under Client, select the new client. After you select a client, you can choose a matter. A payment links to a client and, optionally, to a matter, but not to a matter alone.
5. Optional: Check Apply payment to issued invoice automatically to apply the payment to approved bills for this client.
6. Click Update payment, then click Yes, update payment to confirm.

Up next

• Payment Refunds: Issue full or partial refunds for completed transactions.
• Record Manual Bill Payments: Record a payment received outside Clio Payments, such as cash, check, or trust funds.