Payments

In the Payments tab, one can define payments, external trust entries and bank accounts:

 

Payments

 

To create a payment and credit:

  • Click the Payments tab such that the Payments link is shown
  • Specify a date in the Date field
  • Select a client – matter in the Client – Matter field
  • Specify a Credit Type e.g., Credit Memo/Payment/Write Off such that the Payment Method drop down gets populated accordingly with the credit type – specific options
  • Enter the invoice number in the Reference # field
  • Enter an amount in the Amount field
  • Enter some notes in the Notes edit box
  • Click the Save button

Note: External trust entries should only be done if you are handling a trust account OUTSIDE of TimeSolv.

 

  • User can search for payments by using the search fields and different filters

payments search

  • Already created payments can be edit by clicking on the down arrow button
  • Payments can be made by two methods, either through application or online.
  • Online payments cannot be voided but payments through application can be voided

Write Off a Sent Invoice/Bill (partial or full)

To Write Off a Sent Invoice (partial or full):

  • Click the Payments tab which defaults to the Payments link
  • Specify the date of the write off in the Date field
  • Select the client/matter (customer/project) from the Client – Matter field
  • Select Write Off option from the Credit Type drop down
  • Select the appropriate Payment Method (typically Internal)
  • Enter the paid sent invoice number in the Reference # field
  • Enter the write off amount in the Amount field
  • Enter a description Note in the edit box

Write off

  • Click the Save button such that the entry gets listed in the Payments & Credits list.
  • Click the Allocate link to allocate the write-off to the Invoice(s) to be written-off (partial or full).  The black down arrow will allow you to edit the entry or void the entry.

Write off 2

 

Please contact customer support if you have any questions or need assistance at (800)715-1284

Allocating a Payment

To allocate a payment:

  • Click the Payments tab such that the Payments link is shown
  • Create a new payment entry or search for an unpaid payment entry by entering the required criteria

Payments

 

  • Click the Allocate link against the desired unpaid entry
  • Click the Allocate Oldest First button to allocate the entire amount to the unpaid oldest project or click the Compute Equal Proportions button to equally allocate the amount to all the projects
  • Allocation date used for the date funds to be applied to unpaid balances
  • Click the Allocate button and then the Save button

 

allocate credits

  • Click the Void link to delete the payment entry after agreeing to the warning message
  • There are two tabs of new allocations and previous allocations. In new allocation all invoices to be allocated are displaying and in ‘previous allocations’, all previously allocated amounts to invoices will be displaying for that project.

 

Please contact customer support if you have any questions or need assistance at (800)715-1284.

Refunds to Clients

For most law firms, the client balance should be in the Trust Account. To refund from the trust account, click here.

The following are three different situations related to issuing credits back to the client if the funds are currently located within an operating account i.e. the Payments tab:

  • The Client Underpays an Invoice – Credit the Unpaid Amount

The work is completed and the total invoice amount is $10,000. However, for whatever reason the client remits a payment of only $9,500, which is entered in Timesolv as Credit Type = Payment and Payment Method = Check.
How is the difference of $500 handled? In this situation, enter a new payment as Credit Type = Credit Memo and Payment Method = Internal in the amount of $500. Once this new payment has been saved in Timesolv, allocate it against the remainder of the original $10,000 invoice that was not paid in full by the client.

In the next two scenarios, the client has overpaid by $500 for a total of $10,500.

  • The Client Overpays an Invoice – Apply Payment to Future Invoices

This is similar to scenario I above, except it is agreed that a $500 credit should be applied toward the next month’s bill or a future bill. In that case, there is no need to do anything different or special in Timesolv: the $500 will show as unallocated credit when the next invoice is generated and will be subtracted from the total amount owed by the client. A $500 credit can be allocated against the new invoice at any time after the invoice has been sent (i.e., an invoice number exists).

  • The Client Overpays an Invoice – Issue and Track a Client Refund

This is the scenario when a client has overpaid and must be issued a credit. This can happen, for example, when a client has paid a retainer in the amount of $10,500 but the total amount of billable work completed is only $10,000. If you expect to do additional work for this client in the future, simply apply the credit against any future bill (similar to scenario II above). However there may be times, such as when the project is complete, when the client needs to be issued a refund via check, wire-transfer or some other method.
In those cases, create a new Expense type called “Refund” or “Client Credit” or any other appropriate term. Then, create an expense entry in the amount of $500 for the client-project in question, generate an invoice and then allocate it against the outstanding unallocated credit. In essence, treat this as your expense while the proper adjustments are made through the accounting program.

Payment Settings

To access the payment settings:

  • Click the Payments tab
  • Click the Settings link such that the General tab is shown as default
  • Turn on Trust Accounts here by checking Allow Trust Account Reporting on Invoices

Payment Settings 1

 

  • Click the Bank Accounts tab to create/edit/delete bank accounts
  • Drill into the Account Name to edit an existing bank account
  • Click the Delete link against the desired bank account to delete after confirmation
  • Click the Create New Trust Bank Account link to create a new bank account

Payment Settings 2

  • Click on Payment Profiles to create/edit/delete LawPay Profile Accounts

Payment Settings 3

 

Paying Other Parties and Refunds from Trust Account

To pay a third party from a Trust Account whose charges are not represented on an invoice or if the balance has to be refunded to the client, click on the Payments>>Trust and create a disbursement entry against the desired trust or retainer entry.

disbursement

Overview of Billing and Payments Process

Generating invoices in TimeSolv is an easy and efficient process. This overview explains the process of generating, editing and sending bills to your clients.

Creating an Invoice

Generating an invoice requires the selection of just a few criteria. Simply choose the client and date range, and TimeSolv automatically creates a bill that includes all time and expense entries meeting that criteria. An invoice is considered a draft until it is sent to the client; this is important when editing your invoices.

Editing an Invoice

Invoice editing is one of TimeSolv’s most valuable features. Virtually any piece of information related to an invoice can be edited from the Invoices tab. In other words, you do not have to return to the Time, Expense tabs to make changes. TimeSolv automatically retains the original values of all time and expense entries for internal auditing purposes. Permanent changes to client address and contact information can be saved from the Invoices tab and, most importantly, new time and expense entries can be made directly from this page. You can also view an Adobe Acrobat (PDF) version of your invoice.

Sending Invoices

There are several options for sending the invoice to your client, including auto mail, email delivery, print/regular mail. After you send an invoice, you can still view it, but no further edits can be made.

Receiving Payments

Once you receive payment from a client, the remittance can be recorded on the Payments tab. You can keep an accurate and up-to-date record of payments and promptly allocate your receipts to the appropriate projects.

Enable payments in the portal

To receive online payments from your customers, you need to setup one or more “Payment Profiles” in TimeSolv. These payment profiles allow you to connect to LawPay/AffiniPay and specify to which bank accounts the payments will be deposited. Note that LawPay and AffiniPay are just two branded versions of the same product. We’ll just use LawPay in this document.

Let’s take a simple example. Your firm has three separate bank accounts – Operating, Trust, and Retainer – and payments made for all clients/projects will go to one of these accounts. Let’s set this up in LawPay (we’re assuming you have already created an account with them).

Step 1: Configure your bank accounts in LawPay

Please contact LawPay for configuring your bank accounts.

Step 2: Authorize TimeSolv and get your secret key

Here is how you can authorize TimeSolv to receive payments from your clients and get your “Secret Key” for TimeSolv:

 

  1. Log in to your LawPay account.
  2. Click on down arrow on right of your name which is on top right corner.
  3. Click on “Settings”

law pay

 

4.  Click on “Developers” (top right under your name)

5.  Click on the “Authorize Application” button.

law pay2

 

6.  Choose TimeSolv from the drop down and click on the “Authorize Application” button.

law pay3

 

7.  Click on the “Show Credentials” link in the TimeSolv box above the “Authorize Application” button.

law pay4

 

8.  Copy the “Secret Key” value from “Live Credentials” tab.

law pay5

 

 

Step 3: Create your Payment Profile in TimeSolv

Click “Settings” option under “Payments” main menu and select the Bank Accounts tab. Click on Create Payment Profile for the account you’d like to connect to LawPay. You may connect as many accounts as you’d like to your LawPay.

Create payment profile

 

 

 

step3-2

 

 

Copy “Secret Key” from LawPay into “Private Key” input field. If the given key is correct and TimeSolv has access to your account, your merchant account(s), and ACH account(s) if configured, would be retrieved from LawPay and populated in drop down list for selection.

step3-3

 

 

When “Trust Accounting” is enabled you can also connect your trust account to your LawPay.