When an invoice is contained in the "Draft" or "Pending Approval" state you will be able to edit, add, and remove line items that appear on the invoice.
For more information about editing bills, see the "Editing Bills" article.
Draft and Pending Approval States
When Bills are in the "Draft" or "Pending Approval" state you are able to add and remove items. To do so, open the Bill on your screen and click "Actions" at the upper right, and from the drop-down select "Edit":
Under your existing time and expenses, click on "Add Item":
Enter the details about the entry. The "Quantity" is the amount of time in decimal format and "Rate" is the rate per hour. If you would like to enter in a Flat Rate, enter a Quantity of "1" and the appropriate amount in the Rate field. If you have performed this more than once, increase by increments of one:
It is advised that you also check the box "Create new record". This will allow you to associate the entry with the appropriate individual and you can also choose the Activity Description you would like to use though you must manually enter in the rate into the Rate field. The time entry will then sync back to the Matter->Time tab:
If you do not create a new record, the time or expense entry will only exist on the Bill, and not anywhere else in Clio.
When you are finished, click on "Update Invoice" at the bottom of the page. Any new entries will be ordered by date on the Bill.
When editing an invoice you will see Time Entries that exist on the Matter and on the Invoice separately. If selecting to "Create New Record" this also creates an entry on the Invoice, and on the Matter. When making modifications to the line items on your invoice, ensure to check off "Update Original Record" so that the item on the invoice and the item under the Matter are updated simultaneously. "Update Original Record" does not pertain to deleting the item. The original Time Entry or Expense Entry will need to be deleted from the Matter separately. More on the importance of this action can be read here.
When viewing the list of your time and expenses in the Edit area of the Bill, you can click on "Delete line item". This action will remove the item from the Bill but does not delete it from the time records in Clio. You will still find this entry available for future billing:
If you want this item to be available to be billed on a future invoice, do not delete the Original Record. However, if you wish to remove the item from the invoice and delete the Original Record, you can do so from the Time tab of a Matter. Select Delete underneath the entry.
When Bills are in the "Awaiting Payment" state there are no options for adding or removing line items as this bill is considered Approved and sent to the client.
If you need to add additional items to this bill, you have two options:
- Note the contents of the bill in question (we suggest saving a PDF) then Void the bill. You will then be able to regenerate a new Draft bill for that Matter and edit the content and line items to match the original, voided bill.
Note that any discounts or edits made to the original bill will be lost, thus the importance of saving a copy of the original bill.
- [Not Recommended] Clio administrators can enable the ability to allow editing of approved bills, including the ability to add and remove line items. For details, see the "Editing Bills" article.