- Overview of Billing and Payments Process
- Payment Settings
- Store Client-Matter Credit Card/Bank Account/eCheck on File
- Allocating a Payment
- Reallocating Payments
- Running Payments in Batch for Sent Invoices
- Enable Payments in the Client Portal
- Write Off a Sent Invoice (Partial or Full)
- Clear a Duplicate Payment
- Create a Previous Balance
- Creating Retainer Invoices
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.
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.
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.
Click on Payments>Settings.
Enable Trust Accounting? - this is only available depending on what type of TimeSolv account package you have. TimeSolv Pro users will not be able to use Trust Accounting.
Show External Trust Transfer Option - allows you to select the payment method as ‘External Trust Transfer’ under Payments>Payments>Payment Method field.
Show all invoices for client while allocating payments -
Click on the Bank Accounts tab to create/edit/delete bank accounts.
Click to create New Bank Account.
Name - e.g. IOLA, Second IOLTA, Operative.
Type - specify whether this account is a Trust account or an Operating account.
Description - helps identify between multiple accounts.
Set as Default for Firm - all payments will be credited to this account by default unless stated otherwise.
Delete - you can only delete an account if nothing in the system has ever been entered against it.
Edit Payment Profile - link account to your LawPay account. Connect to your LawPay account by clicking on the Connect with LawPay link. This will open up a new tab and require you to log in to your LawPay account. Once logged in, you will be automatically redirected to the TimeSolv web app.
Store Client-Matter Credit Card/Bank Account/eCheck on File
If you have an agreement with your customers to store their credit card/bank account information on file and charge them whenever an invoice is due or replenishment to a trust account is required, follow the steps below:
First off, connect a payment account to LawPay.
Next, head under Clients>Clients & Matters>[Client or Matter name]>Payment Settings tab. Matters will automatically inherit the Client-level payment settings, but you can have additional/different credit card/bank account details stored under individual Matters.
Click to either ' Enter Credit Card' or 'Enter Bank Account/eCheck'. A window will pop up allowing you to enter in the relevant credit card/bank account/eCheck details.
You can have either a credit card or bank account/eCheck on file. You can only store one of these, i.e. just one payment method for the Client.
If no credit card/bank account information is specified under the Matter-level, the system will use details stored under the Client-level.
Note: Users can receive money through LawPay/AffiniPay using the stored payment method both in Operating and Trust Bank Accounts ONLY if both their Operating and Trust accounts are connected to the same LawPay/AffiniPay account.
Note: Once you’ve saved the credit card/bank account information, the details will be stored in LawPay/Affinipay, not in TimeSolv. If you click 'delete' under TimeSolv, it will also delete the payment information from LawPay/Affinipay.
Allocating a Payment
*Check under Clients>Clients & Matters>[Matter name]>Invoices tab for a clear view of Payments, Allocations, and Balances.*
Click on Payments>Payments.
At the bottom of the screen, specify appropriate client-matter and set search status as ' Allocatable'.
Click on the Allocate link next to the listed client-matter payment.
Allocate Oldest First - allocates the entire amount to the unpaid oldest matter.
Compute Equal Proportions - equally distributes payment amount between all matters.
Allocation Date - the date the funds are to be applied to unpaid balances.
Click on the Allocate button.
Line Item Allocations
Users can create line item payment allocations under Payments>Payments screen.
Towards the bottom search 'Allocatable' payments.
Click on the 'Allocate' link on the far right of the payment line.
Here you'll see a pop-up window appear with 'Line Item Allocations' link against each invoice listed. Clicking on that will access the line item allocations screen.
Note: This screen is independent of payment processing. Allocations take place after you have received the payment, the amount is in the system, and is ready to be distributed to the different components of an invoice.
Under the line item allocations screen, payments are divided into multiple buckets. Each bucket has its own payment allocated by default, based upon its old amount.
There is a specific order in which the payments are allocated to the different components of the invoice. The default waterfall allocation order the system uses is the following:
- Tax 2
- Expense Entries
- Time Entries
While the system will assign its own payment allocations for you in the order above, users can override these allocations.
For example, if you edit the 'Time' amount allocation, the system will then adjust the rest of the amounts according to the sequence specified above after you click on the 'Recalculate' button on the top right.
Note: There is an 'Available Funds' amount shown on the top right of the screen. If, for example, that figure shows $190 but you try to allocate $200, you will get an error message requesting you to reconcile the amounts. You cannot go above the outstanding amount for the invoice.
You can revert to the default system allocations by clicking on the reset icon against the payment bucket you adjusted, allowing you to revert to the original system-generated allocations.
RESTRICTION: When users override allocations at a higher level, you can no longer make changes at the lower level.
For example, if you allocate at the Expense level, you cannot adjust payments of Interest/Time etc.
Likewise, if you allocate an amount to a Timekeeper, you cannot then specify amounts for a specific Expense Entry under that Timekeeper as that is a lower level allocation.
All entries under each Timekeeper will be available and each amount will be distributed as per their allocation amount.
Note: The Revenue & Commissions report will be consistent with what you are seeing on the line item allocations screen.
Delete Previous Allocations and Re-Allocate
For payments processed that have automatically allocated payments to invoices, for example, a payment processed via TimeSolvPay, users can delete those auto-allocations and use the line item allocation screen to distribute appropriately.
To do this, under Payments>Payments screen, towards the bottom of the screen search the 'Status' as 'Allocated'.
Against the payment, click on 'Reallocate' link.
This will allow you to delete the previous allocation.
Once deleted, you will automatically see the allocations pop up appear with the option of 'Line Item Allocations' link against the invoices.
Users can easily reallocate a payment that's been mistakenly allocated elsewhere.
To reallocate a payment, click on Payments>Payments tab.
Towards the bottom of the screen, search for ' Allocatable' payments. Ensure the appropriate range of dates is selected in 'View' field, and if known, select the Client-Matter too so it's easier to whittle results down.
Click on the 'Reallocate' link next to the appropriate result showing which payments can be reallocated. You will then be able to choose which payment allocations (if not all) to delete, and once deleted the screen will change to a payment allocation screen. You can now choose and save the updated payment allocation details.
Running Payments in Batch for Sent Invoices
You’ve now been paid. If an invoice is not paid, a yellow warning triangle will appear that when hovered over will tell you the issue, like an expired credit card, for example.
Enable Payments in the Client Portal
Payments can be received via eCheck, credit card and LawPay/Affinipay. TimeSolv has teamed with LawPay, AffiniPay and CPACharge to provide a seamless credit card and ACH payment process.
With the Client Portal, clients can independently view invoices, payment histories, trust balances, and details of work in progress, allowing you to focus on other areas of your business.
To receive online payments from your customers via LawPay, you need to setup one or more “Payment Profiles” in TimeSolv (Payments>Settings>Bank Accounts). 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.
On the Payment screens under the Client Portal, account-specific required fields (both for merchant and ACH accounts) are read from AffiniPay. Corresponding input fields are marked as required and validated.
For most law firms, the client balance should be in the Trust Account.
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:
Note: Any refunds being processed in LawPay will take up to 24 hours for the payment to be removed in TimeSolv. The voided or refunded payments from LawPay are automatically adjusted in TimeSolv. They are either deleted or allocated against a Refund entry.
- 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 the scenario 1 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
Click on Payments>Payments screen.
Select 'Refunds' on the top right of the screen.
A list of refundable payments will appear. Click on the 'Refund' link against them.
Write Off a Sent Invoice (Partial or Full)
Clear a Duplicate Payment
If you have mistakenly posted a payment twice, follow the steps below to clear one of the duplicate payments:
Click on Payments>Payments.
At the bottom of the screen, fill in search criteria as follows:
Client – Matter - specify who the duplicate payment is under.
Status - select 'All'.
View - select 'Other'.
Click on More Options.
Date range - of the duplicate payment.
When the user clicks 'search', a list of payments for the specified client-matter will show up for the date range selected.
Click Void next to the duplicate payment you want to clear.
Create a Previous Balance
When creating a new invoice for a case, you can include balances from any previously unpaid invoices related to the matter. The advantage of the previous balance method is that you can be assured that all future bills to a client are all-inclusive of any outstanding balance.
Click on Clients>Clients & Matters>[matter name]>Invoices tab.
Enter a Previous Balance amount and Date of the Previous Balance.
To view this previous balance on an invoice, click on Invoices>Settings>Flexible Templates.
Click on the appropriate template name to edit settings.
Under Global Settings tab, enable Include Total Balance Due on Cover Page and Main Invoice. You will now be able to see any previous balance on invoices, cover pages, and remittance pages.
You can also provide Clients with a grid view of all their Aged Accounts Receivable. These grids can be included on the Cover Page, Main Invoice Page, Statement Page, and Remittance Page. Just head under Invoices>Settings>Flexible Templates tab. Open up either an existing template or perhaps create a new ‘Aged Accounts Receivable’ template and check the 'Accounts Receivable Aging' checkbox under each appropriate page tab.
This is how the grid will appear on the invoices:
Creating Retainer Invoices
Click on Invoices>Retainers.
Click on New Retainer Invoice.
Client - Matter - type or double-click to pull a list to choose from. If you select a Client-Matter for which invoice and payment settings are 'Email' and 'Client Portal' related, two new checkboxes will appear towards the bottom after having selected the Client-Matter. For your Retainer Invoice to not be sent out directly to the client after hitting Create on this page, you will have to unselect the 'Send By Email' checkbox first.
Retainer Number -
Retainer Amount -
Message Text - refers to a line placed on the Retainer. This is NOT the text shown on the email message.
Include From Address - the firm’s address will show on the retainer invoice.
Output Format -
Note: Clicking on Create will send the Retainer Invoice directly to the client if ‘Send By Email‘ checkbox is selected. It will NOT download for you to review first, unless you have it selected for Print.