Record and Track Online Payments

With Clio Payments, you can record online invoice payments, so your firm can apply a credit card or eCheck payment to an invoice directly from a client's stored payment method. This is separate from the client paying through an invoice email, a secure payment link, or a QR code. In the US, you can also accept tap to pay in the Clio Mobile App. You can record credit card and eCheck payments, track their status, void authorized credit card payments before they complete, refund completed payments, and link payments to the correct matter.

Understand online payment sources

The payment source sets how the payment reaches your firm and how long it takes to process. When a client's payment fails, the client receives an email.

Credit card

Record a credit card payment using a client's stored card. US payments are processed within 1 to 2 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 invoice or multi-matter invoice payment

You record payment for a single invoice and a multi-matter invoice the same way. A multi-matter invoice is an invoice that includes time and expense entries for multiple matters for one client.

1. Go to Manage > Invoices, or go to the Invoices tab 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 invoice or deposit account currency, the form lists the conversion rate and any gain or loss at the time of payment. An underpayment due to a currency difference 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 invoices

Record a single payment across several unpaid invoices for the same client. Each payment covers invoices for one client at a time.

1. Go to Manage > Invoices.
2. Click Record payment.
3. Search for the client. All unpaid invoices for that client are listed.
4. Select Credit Card or eCheck as the payment source, then select the deposit account, payer, and amount paid for each invoice. 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 invoice payment

Edit a recorded payment from the invoice, the matter, or the contact's transactions.

From the invoice

1. Go to Manage > Invoices, or go to the Invoices tab in a contact or matter.
2. In the ID column, click the invoice number to open the invoice.
3. In the Payments tab, click Edit next to the payment.
4. Make your changes and click Edit payment.

From the Transactions tab

1. Go to the contact or matter's Transactions tab.
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.

Void a recorded online invoice payment

Void a credit card payment while its status is Authorized to stop it from completing. The full amount returns to your client, and your firm pays no transaction fees. Voiding a payment is final.

1. Go to Manage > Online payments.
2. Select the Transactions tab.
3. Optional: Click the Authorized quick filter.
4. Find the payment and click Void in the Actions column.
5. In the Void window, click Void payment.

To void from the invoice instead, open the invoice, select the Online payments tab, and click Void next to the payment.

Track invoice payment statuses

Each online payment has a status that shows where it is in the processing and what you can do next.

1. Go to Manage > Online payments.
2. Select the Transactions tab.
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 processing. You can void a credit card payment in this status.

Completed

The payment processed successfully, and the funds were sent to your firm's bank account. eCheck funds can take up to two more business days to reach your bank. You can refund it.

Failed

The issuing bank rejected the payment details, an error occurred during the transaction, or the client's bank returned an eCheck payment after it completed.

Reversed

A completed eCheck payment failed after deposit, and the amount is recovered from your firm's operating account. The reversal has its own row with a negative amount. Learn more in Understand eCheck Payments.

Chargeback

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

Disputed

The payment is under dispute. This status applies to 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. This status labels the reinstatement row.

Dispute closed

The issuing bank closed the inquiry before it became a chargeback.

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 Online payments

1. Go to Manage > Online payments.
2. Optional: Click Filters to narrow your results.
3. Find the payment, and in 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

A payment made through a secure payment link or Direct ACH is already linked to the correct client, so link it to a matter only.

1. Go to Manage > 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: Clear the Apply payment to issued invoices automatically checkbox. When selected, the payment applies to the oldest invoice. The checkbox is available for operating bank accounts only.
6. Click Save payment.

Unlink a payment

When a payment is allocated to the wrong client, move it to the correct client without issuing a refund, or unlink and relink it.

1. Go to Manage > 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, and always requires a client.
5. Optional: Select the Apply payment to issued invoices automatically checkbox to apply the payment to approved invoices for this client.
6. Click Save payment.

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.