Rates and Rate Hierarchies

Billing clients is not always simple. It depends on who they work with, how long or loyal a client they have been, what type of time and resource commitment that particular matter has been, and more. Clio’s flexibility comes in handy, enabling you to charge clients as you need. When capturing time in Clio Manage, you can set specific rates for a variety of reasons or scenarios. These rates have a hierarchy that affects which rate will override the others in the event of conflicting rates. The rate hierarchy is as follows, from highest, or what takes priority, to lowest:

1. Custom rate
2. Flat fee rate
3. Matter-based rate
4. Client-based rate
5. Activity category custom rate
6. User default rate

Custom rate

You can set a custom rate by manually adjusting the Rate field when creating a new time entry. This action will override all other rates previously set.

Flat fee rate

You can create a flat rate for matters where you are charging a flat fee for the case. Perhaps this is something your firm does for all will and estate planning cases if the time commitment is generally the same client to client. This feature automatically creates time entries and bills for the flat fee and tracks time at $0.00/hr. That way, your time is still being measured without a dollar figure attached to each minute or expense, unless desired. 

Matter-based rate

The matter-based rate can be specified when editing a matter. When you select a matter while creating a time entry, the rate field will automatically update to reflect the matter rate. To set a matter rate:

1. Go to the Matter and click Edit matter.
2. Scroll down to Billing preferences.
3. Select Hourly and click Add a custom rate.
4. You can specify a rate for a specific user, a group, or the entire firm for this matter.
5. Click Save matter.

Client-based rate

The client-based rate can be specified when editing a contact. When you select a contact while creating a time entry, the rate field will automatically update to reflect the client rate. To set a client rate:

1. Go to the Contact and click Edit contact.
2. Scroll down to Billing preferences.
3. Under Hourly billing, click Add a custom rate.
4. You can specify a rate for a specific user, a group, or the entire firm for this matter.
5. Click Save contact.

Activity category custom rate

You can set a custom hourly rate or flat fee rate for activity categories when creating or editing activity categories. Activity categories with flat rates will override all rates except custom rates that are set when creating a time entry. Learn more about creating and editing activity categories in this article.

User default rate

The user default rate is the rate used throughout Clio Manage that connects your name to all time entries. It can be used as default, but it will be overridden by all other rates. 

1. Go to Settings > Profile.
2. Scroll down to Bill Rate and enter your hourly rate.
3. Click Save New Information.