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Apply Payments to Invoices

Introduction

Review this article to learn how to apply payments to invoices. 

Note that when an invoice is paid (even partially), the invoice will automatically be finalized in the system. A user with admin access can unfinalize an invoice if needed.

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Check & Cash Payments

From Matter Details

Use these instructions to apply check or cash payment to one or more invoices for a single matter.

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

2. Click on Billing Section, then click Invoice Tab

3. Find invoice you wish to pay, you can use search filter if needed

4. Click Invoice Payment Using, then select Check / Cash from Client

5. Complete the Invoice Payment Screen (see below)

All set! You have applied Check/Cash payment to your selected invoice for this matter.

From Activities

Use this option to apply check/cash payment for invoices across multiple matters for the same client.If your client has more than one matter, all invoices across all matters will be available for when applying the check or cash payment.

1. Click Activities tab, the click Invoices

2. Find one of the invoices you wish to pay, you can use search filter if needed. Click once to select the invoice.

3. Click Invoice Payment Using, then select Check / Cash from Client

4. Complete the Invoice Payment Screen (see below)

All set! You have applied Check/Cash payment to your selected invoices for a particular client.

Check/Cash Payment Screen

1. Review Funds Received From

  • Client – name of client for whom you are seeing invoices
  • Date – date of payment
  • Amount – type in amount of cash or check payment
  • Type – select Deposit (for cash / check) or Wire/ACH-in (electronic methods of payment, like wire transfers)
  • Method – select appropriate method

2. Review Funds Deposited to and Summary

  • Bank – Ensure the correct operating bank is selected (where your funds will be deposited)
  • Ref # – enter a reference number if applicable
  • Payment Received – should match amount above
  • Applied Amount – will populate after you complete next step. This is the amount of the payment that was applied to the invoice. Any amount left over and not applied to a particular invoice will be considered a credit on that matter and held in the Operating Retainer. Make sure that your jurisdiction allows for this type of scenario.

3. Check the box(es) for the invoice(s) you wish to apply payment to. If starting from single matter, you will only see invoices associated with that matter. If starting from Activities, you will see all invoices for all matters for a particular client.

4. Click Receive Payment at top right

Client Credit Card

If your client wishes to pay with credit card, and you do not use LawPay, use the steps for Check/Cash and choose Wire/ACH-In as your Type of payment.

If you are using LawPay, please first set up your LawPay Integration.

LawPay payments can be processed in office by you, or by the client through a link on their invoice.

In Office Payments

These payments are done for one matter at a time, and will always be applied from Matter Details.

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

2. Click on Billing Section, then click Invoice Tab

3. Find invoice you wish to pay, you can use search filter if needed

4. Click Invoice Payment Using, then select Client Credit Card

5. Complete the Invoice Payment Screen

  • Enter Amount of payment on left-hand side
  • Select the invoice you wish to pay, and click Charge Credit Card
  • Complete Credit Card Processing screen
  • Click Charge

All set! You have applied LawPay Credit Card payment to your selected invoice for this matter.

Existing Operating Retainer

If your jurisdiction allows, you may choose to take advance payment (retainer) and hold it in your operating account. You may also have a credit available from returned funds or an overpayment. You can use this operating retainer to apply payments to invoices.

Matter Tab Shortcut

1. From the Matter Tab, click  Action then click Apply Operating Retainer

2. The next screen will show you which matters have an available operating retainer, how much credit is available, and what the current unpaid balance is for the matter. Type the amount of credit you would like to apply to the invoice, then click Apply Credits

From Matter Details

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

2. Click on Billing Section, then click Invoice Tab

3. Find invoice you wish to pay, you can use search filter if needed

4. Click Invoice Payment Using, then select Existing Operating Retainer

5. Complete the Invoice Payment screen

  • Check the boxes for invoices you wish to apply payment to
  • If you wish to edit the amount of credit being applied per invoice, click the Edit button.
  • Click Receive Payment

All set! You have applied your this matter’s available credit to the selected invoice(s)

From Activities

1. Click on the Activities Tab

2. Select the Invoices section, then click Create Invoice

3. Find one of the invoices you wish to pay, you can use search filter if needed. Click once to select the invoice.

4. Click Invoice Payment Using, then select Existing Operating Retainer

5. The next screen will show you which matters have an available operating retainer, how much credit is available, and what the current unpaid balance is for the matter. Type the amount of credit you would like to apply to the invoice, then click Apply Credits

 

Existing Trust Retainer

From Matter Details

Use these instructions to apply trust funds to one or more invoices for a single matter.

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

2. Click on Billing Section, then click Invoice Tab

3. Find invoice you wish to pay, you can use search filter if needed

4. Click Invoice Payment Using, then select Existing Trust Retainer

4. Complete the Invoice Payment Screen (see below)

All set! You have applied trust payment to this invoice. This updates all of your balances and trust accounting records and reports all at once.

From Activities

Use this option to apply trust funds to invoices across multiple invoices for the same client.

1. Click Activities tab, the click Invoices

2. Find one of the invoices you wish to pay, you can use search filter if needed. Click once to select the invoice.

3. Click Invoice Payment Using, then select Existing Trust Retainer

4. Complete the invoice payment screen. (See below)

All set! You have applied trust payment to this invoices. This updates all of your balances and trust accounting records and reports all at once.

Trust Payment Screen

1. Review Funds Drawn From

  • Bank Name – ensure the correct trust bank is selected (where funds are coming from)
  • Date – date of payment
  • Pay To – If you are printing a check, who are you making it out to. Most likely, this will always show your Firm Name
  • Bank Balance – this field automatically tells you how much is available for this matter in trust
  • Amount – type in amount you wish to apply from trust
  • Remaining – this field automatically tells you how much will be remaining in trust after this payment 
  • Type – select Check or Wire/ACH-Out
  • Method – select appropriate method

2. Review Funds Deposited to and Summary

  • Bank – Ensure the correct operating bank is selected (where your funds will be deposited)
  • Payment Received – should match amount above
  • Applied Amount – will populate after you complete next step. This is the amount of the payment that was applied to the invoice. Any amount left over and not applied to a particular invoice will be considered a credit on that matter and held in the Operating Retainer. Make sure that your jurisdiction allows for this type of scenario.

3. Check the box(es) for the invoice(s) you wish to apply payment to. You will see all invoices associated with a specific matter for a specific client

4. Click Receive Payment at top right

All set! You have applied trust payment to this invoices. This updates all of your balances and trust accounting records and reports all at once.

FAQ

What happens to the balance of an overpayment?

It is assigned to the operating retainer, and will act as a credit for the client’s matter.

Updated on January 4, 2019

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