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Add and Manage Third Party Bills (Trust)

Introduction

In some types of matters, it is necessary to keep track of third-party bills generated during proceedings in order to pay them after the case is complete, or to present records of the same to a governing body. For the purpose of this article, we are referring to bills you will be paying out of trust or escrow. 

Using our Third Party Bills tool to keep track of these bills will make it easy to account for them correctly when paid from trust, automatically update your trust reports, and help you build needed reports like the Matter Cost Statement.

Tip

Were you thinking of other types of bills, or reimbursable expenses?

Add Third-Party Bills

1. From the Matters tab, select the desired matter and click  Details or simply double-click the matter

2. Click Banking, then click 3rd Party Bills

3. Click  Add to add a new bill

4. Complete the “Add New Bill” screen

  • Bill Date – Date on the third-party bill
  • Due Date – Date when bill is due, if applicable
  • Pay To – Party to be paid, according to the bill
  • Amount – Amount to be paid to satisfy the bill
  • Ref # – A code used to associate with and search for the bill (could be internal, or as shown on the bill)
  • Memo – Information that can be used for your reference – this can show on checks or reports
  • Memo2 – Information that will be saved for your internal records.
  • Category – Designation to categorize bill types, making it easy to search for the bill and will be shown on your Matter Cost Statement
  • Hold Bill Payment – Clicking this box will keep a payment from being made on the bill until the box is unchecked and the hold removed.
  • Type – If this bill is a Lien Claim, the drop-down menu here will give you an option to mark it as such. Otherwise, select “Other.”
  • Original Amount – If the amount due was negotiated down from a previous amount, you can keep track of the original bill amount here
  • Date of Service – When service that enabled the bill was provided
  • Mark as paid by other / Paid by – If the bill was previously paid by another party and you need to track that information, you can add it here.

5. Click Save

All set! You have added a third-party bill associated to the selected matter.

Edit Third Party Bill

To make an edit to an existing third party bill, follow these instructions:

1. From the Matters tab, select the desired matter and click Details or simply double-click the matter

2. Click Banking, then click 3rd Party Bills

3. Select the desired bill and click  Edit

Delete Third Party Bill

To delete an existing third party bill, follow these instructions:

1. From the Matters tab, select the desired matter and click Details or simply double-click the matter

2. Click Banking, then click 3rd Party Bills

3. Select the desired bill and click  Delete

4. A message will appear asking if you are sure you want to delete. Click Yes

Search for Third Party Bills

You can search for and export a list of your third party bills. 

To search for bills

On the third party bills tab, you will see Unpaid Bills by default. You can use the  advanced search tool on the right to search for paid bills or using other parameters.

To export bills

From the 3rd Party Bills screen, click  Export and complete the “Export Grid” window.

Pay Third Party Bills

When it’s time to pay third party bills, remember the funds will be coming from your Client Funds-Trust account. Paying this bill will automatically update your trust balance for the matter, and update all corresponding reports.

Before Paying Bill

  • Ensure that you have enough funds in trust to cover the bill. 
  • Make sure that the bill you are attempting to pay is not on Hold status. Third Party Bills placed on Hold cannot be paid. To remove the Hold status, follow these instructions:

1. From the 3rd Party Bills screen, select the desired bill and click  Edit

2. In the “Edit Bill” screen, un-check the Hold Bill Payment box

Apply Payment to Bill

Now you’re ready to pay your bill(s)! To apply payment, follow these instructions:

1. From the 3rd Party Bills screen, select the desired bill(s) and click  Pay. You can select more than one bill to pay at a time, if needed.

2. Complete the Pay Bills screen

  • Date of the payment transaction. 
  • Type – Select Check or Wire/ACH Out
  • Amount – Amount to be paid. If you intend on making a partial payment, you can apply a different amount than the full value of the bill by changing the figure here.
  • Ref # – A code used to associate with and search for the transaction (changes to Check# if Type is selected as “Check”)
  • Pay To – The person or entity that will receive the payment.
  • Bank – The Trust Bank Account from which the funds will be drawn from. The bank shown here by default, will be the default Trust Account chosen at origination of the Matter. 
  • Memo – Information for your reference. This can be printed on the Check if that is the Type selected, or shown on reports
  • Memo2 – Information that is kept for your internal records. 
  • Applied Amount – When multiple bills are selected to be paid at once, you can select how much of the total amount you would like to apply to each bill

3. When ready, click Pay

All set! When the payment is applied, the Third Party Bill will move from Unpaid to Paid status.

Learn More

Set Up and Use Check Printing

Matter Cost Statement

Updated on August 30, 2018

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