How to Show a Refund to a Client for a Bill Payment

Objective:

  • Refund Bill Payment and credit the client
  • Show Transaction for refund of bill payment
  • How to correct a bill when payment was refunded

Environment:

  • Clio web app

Additional Information:

At this time, there is no direct way to show Direct Payment / Trust payment refunds on bills. However, you can use the following steps to manually show transactions for the original payment and the subsequent refund. This is important if you would like to clearly display in the Operating Account the refund for accounting purposes. 

Procedure:

  1. Access the preview page of the bill
  2. Locate the Payments tab
  3. Take note of the date and any other details, then click on Delete (we will be re-applying it later on)
  4. Select the Credit notes sub-tab 
  5. Click Add credit note and enter the amount that you will be refunding to the client
  6. Navigate back to Payments and click Record payment
  7. Select the appropriate Source and input the full amount of the bill (as originally paid) in the Payment field (note that this needs to be entered in the field for the specific bill as shown below); this will be applied as an overpayment and the additional funds will be added to the matter's ledger in the operating account
  8. Input the original payment date and click Record payment
  9. Access the page for the matter and select the Transactions tab
  10. Choose the firm's operating account
  11. Click New Transaction
  12. Enter the Amount that you are returning to the client as a negative (e.g., -300)
  13. Include any other relevant details
  14. Record transaction
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