2017

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Editing Bills

Being able to edit bills is an important function for many firms who like to review bills before sending them to clients.

As soon as the bill is generated, it will move to the "Draft" state area where you can edit the bill.

Contents

Navigating to Editing View
Changing Bill Details
Modifying Line Items (Time and Expense Entries)
     1: Updating The Original Records
     2: Deleting Line Items
     3: Adding New Line Items
Editing Approved Bills/Bill States
Removing Interest

Navigating to Editing View

There are two areas where you can edit a bill:

  1. From the Bills tab, locate the bill to edit then rollover below the bill number via the 'ID' column and click the ‘Expand’ link, then select the "Edit" quick link. This will take you to the bill edit form where you can modify and apply any necessary changes: 

  2. When viewing a single bill, the edit link can be found on the far right side of the “Invoice Detail” header: 

Changing Bill Details

When you first view the edit page of a bill, you are presented with the option of editing bill details such as the bill number, issue and due dates, among other items.

Modifying Line Items (Time and Expense Entries)

Please note that changes to a bill's line items are bill-specific unless you opt to reflect the changes back to the matter. 

To see your time/expenses prior to generating bills go to Reports > Work In Progress Report.  By generating this report it will allow you to determine what changes you would like to make to time/expenses before you generate bills to avoid unnecessary drafting. 

Please note, you can only edit line items of a bill while it is in either Draft or Pending Approval. Bills in Awaiting Payment or Paid only allow minor changes.

Make the necessary updates to either (1) update the original records, (2) delete line entries that you don't want to bill on the bill, or (3) add new line items to the bill to have them reflect in the Matter. Let's explore the different options:

1- Updating The Original Records

You can make changes* to both Draft and Awaiting Approval bills by manually editing the line entries. If you want the changes to be reflected back to the Matter, add a checkmark in the "Update original record" checkbox.  When done, click on "Update Invoice".

*Please note: Only changes made to the Date, Quantity, Rate, and Activity Notes can be reflected back in the Matter. Activity Description changes DO NOT save back to the Matter.

  

The updated bill will reflect the changes.

From within the Matter, the Time and Expenses would reflect only those changes that had been selected to be updated in the Matter.  This applies to bills in both Draft and Pending Approval states. 

2 - Deleting Line Items

You can also decide to remove a line item from a bill which will move it to the "Billable Clients" state so that it can be billed again at a later date or permanently deleted from within the Matter's Time or Expenses.  From within the edited bill, select the line item(s) you want to remove by clicking on "Delete Line Item" and then click on "Update Invoice":

When you go to the  "Billable Clients" state, the unbilled time or expense entry will be available to be billed again:

More on adding and removing line items when editing an invoice can be read in the Adding and Removing Line Items Directly on a Bill Support Article.

For information on deleting the time or expense entries permanently from the Matter, click here.

3 - Adding New Line Items

You can add an extra line item to the bill as well and have if reflect back inside the matter. This is a great option if you had forgotten to bill an entry and would like to include it on the current bill. Click "Add Item" within the edited bill:

A new line entry section will appear below the existing line items where you can add a new Service, Expense, and Product item. Be sure to use the handy tooltip via the question mark symbol to help guide you through adding the new line items. Let's look at them one at a time.

Add Service:

When creating a time entry to reflect  back in the Matter's Time tab, be sure the add a checkmark by the "Create new record" checkbox. Then select the "User" responsible for the time entry and an optional Activity Description via the "Description" field.

Add an Expense:

When creating an expense entry to reflect back in the Matter's "Expenses" tab, be sure the add a checkmark by the "Create expense entry" checkbox. Then select the "User" responsible for the expense entry.  Please note that the 'Quantity fields needs to be entered as "1" when adding a manual expense to the bill. 

Add a Product:

A Product is an ad-hoc section to enter additional information such as request for retainer amounts or to indicate a prior billing error. These changes are NOT reflected on the Matter.

Upon saving, the newly added Service,  Expense and Product entries will display on the bill.

Editing Approved Bills/Bill States

  1. Hide "Pending Approval": check this option to hide the Pending Approval tab in the Bills page. This is useful for small or solo firms that do not have an internal billing approval process.
  2. Allow editing of approved bills: check this option to enable the ability to edit line items on an Approved bill in the same manner that is allowed on Draft bills. [Not recommended.]
  3. Display notification modal after bill generation: check this option to enable the ability to send notifications to other users of the Clio account when a Draft bill has been generated. This option is useful for larger firms with an internal bill approval process.
    For more information about working with bill notifications, see the "Draft Notifications" article. 

Removing Interest

When editing a Bill you can modify or create new Time and Expense entries. Interest line items are created based on the rules set in the client's Payment Profile. Interest displays on a Bill above the total charge. 

When editing a Bill, the Interest line items are at the bottom.

Interest charges are created automatically, and once removed cannot be re-added manually. If the Bill is not paid, the total interest charge will be re-applied the next calendar day. More on Payment Profiles and Interest charges can be read in the Payment Profiles with Interest Support Article.