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Invoice Payments Report

Clio's Invoice Payments Report gives firms a listing of all bill payments and Clio Payments refunds made on bills, the allocations of those payments toward each bill line item, and the users responsible for those line items. Corresponding bill overpayments will also be displayed.

This report is often used for calculating staff compensation amounts based on collections for the work each staff member had billed. It can also be used for totalling your firms gross bill receipts over a specific time period, or for a listing of your bill payments in order to do account reconciliation.

Note: This report is available on all of Clio's plans.


Generate the report

To generate this report:

  1. In Clio Manage, select Reports in the left navigation menu.
  2. Click Billing or scroll down to Billing reports and select Invoice payments.
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  3. Choose from several settings within the report options page to get the information you need for your report.  
      • Select responsible attorney: select All responsible attorneys to view matter information for all responsible attorneys at your firm, or Specific responsible attorney to view matter information for a specific responsible attorney.
      • Select client/matter: select All clients to view data for all firm clients, Specific client to view data for a specific client (this includes the client's matters), and Specific matter to view data for a single matter.
      • Select practice area: the default setting for sorting by practice area is all practice areas. You also have the option to choose a specific practice area.

        Note: If you sort this report by practice area, only data from the client's matters that have practice areas assigned will appear in the report. Learn more about practice areas by taking a look at this article.

      • Select payment date range: you can filter your report results by choosing to see data in a specific date range. If a date range is specified, you will see payments data specific to that date range.
      • Output format: you can generate this report as a PDF, CSV, or as a Web version. Both the PDF and CSV file can be downloaded. The Web report will display in your Clio Manage browser window. The CSV and PDF files can be printed.

        What is a CSV file? A comma-separated values (CSV) file is a plain-text file that contains a list of data separated by commas. You an open a CSV file in almost any text editor or spreadsheet program, such as Microsoft Excel, Google Sheets, or Mac's built-in spreadsheet program Numbers.

  4. Click Generate report.

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Report categories

When this report is generated, it will show all full and partial payments applied to bills and the corresponding line items that the payments have been allocated toward. If there is a partial payment, it will be allocated proportionally across all line items on the bill, including taxes and interest if applicable.

    • Date: the first date in this column shows the date that the payment was applied to the invoice. The subsequent dates are for each line item on the invoice, including service and expense items.
    • Clientthis column displays the name of the client who was billed.
    • Matter: this column displays the name of the matter that the invoice was generated for. Multi-matter invoices will display separately and sequentially on the report by matter number.
    • Transaction: the first item in this column is the source of payment applied toward the invoice. The subsequent transactions are for each line item the payment was applied to, including services and expenses. Next to each line item is the attorney responsible for that service or expense.
    • Invoice: this column lists the invoice number that the payment was applied to.
    • Debit: this column lists the payment amount applied to the invoice. Any overpayments made will be listed as a separate line item.
    • Credit: this column lists the charges for line items on the invoice that have been paid by the payment listed under the Debit column. If your invoice is not fully paid, it will only show the line items that the payment was available to be applied to.
    • Total: the section will first list the total amount of Debits followed by the total amount of Credits.

PDF/Web

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CSV

You can sort or remove columns and rows if you generate the report as a CSV, including sorting by matter number. Learn more about filtering and sorting reports in Excel by reading this article.

At the bottom of the report you will see a summary of earned funds separated by the users responsible for the entries, followed by a summary of interest charges, expenses, products, and taxes. Overpayments will also be listed.

    • Type: this column specifies what the line item was for.
    • Description: this column lists the user who created these charges or the line item type.
    • Debit: this column lists a summary of payments made toward invoices.
    • Credit: this column lists charges for line items on the invoice.


Separate payments

Separate payments are calculated proportionately. It would allocate each payment proportionately to the time or expense entries as opposed to paying off entries in order.

For example:

    • There is a Bill totalling $618
    • Two line items: one with $600 and one with $18
    • Three payments: $300, $300, $18
    • First payment of $300 would be 48.54% of the total of $618.00
      • So, 48.54% of each entry will be paid off with the $300 payment
    • This would occur with the second $300 payment as well
    • For the $18 payment, this is only 2.9126% of the total bill
      • Thus, the $18.00 payment will pay 2.9126% of each entry

Payment 1 of $300:
$300 is 48.5436% of the total $618.00
So, the $300.00 pays off 48.5436% of each expense with the payment
48.5436% of 600 = 291.26
48.5436% of 18 = 8.74

Payment 2:
$300.00 is 48.5436% of the total $618.00
So, the $300.00 pays off 48.5436% of each expense with the payment
48.5436% of 600 = 291.26
48.5436% of 18 = 8.74

Payment 3:
$18.00 is 2.9126% of the total $618.00
So, the $18.00 pays off 2.9126% of each expense
2.9126% of 600 = 17.47
2.9126% of 18 = .5242

Total Payments:

  • 291.26 x 2 = 582.52
  • 8.74 x 2 = 17.48
  • 17.48
  • 0.5242
    Total = 618.00

Frequently asked questions

What are "Misc Expenses?"

Misc Expenses are all billed expense line items for all attorneys. They are expense line items instead of just expenses because the line items could have been discounted by line item discounts or a total invoice discount.

The only billed expense line items that would not be included are the ones on partially paid bills. For example, if an expense had a later date than a time entry and there was a partial payment, the time entry would have been paid out and the expense would not have been included on this report.

Does this report Include payments on trust requests?

This report does not include payment made on trust requests. For reporting on trust payments, use Clio's Trust Ledger report

Does this report Include credit notes?

The Invoice Payments report does not include credit notes. For reporting on credit notes, you can use a Revenue Report, Accounts Receivable Report, or Billing History Report.

Are bill or line item discounts included in this report? 

Yes, the payment amounts you see allocated to bill line items reflect their value after any line item and bill level discounts have been taken into account.

What does "Uncategorized" mean on my report? 
When using the option to aggregate together all the individual line items on your bills into a single line item, this new line item will be listed as type "uncategorized" on the Invoice Payments Report. 

How do negative bill balances reflect on this report?
Although it's not recommended practice, bills can have a negative balance in some situations. See here for more details. This report will record the negative portion of the balance as an overpayment.

How do deleted or deactivated matter/clients/users reflect on the report?

Although deleting matters, clients, and users is discouraged, especially if they have bills and payments associated with them, they will still reflect on this report as "Matter Deleted," "Client Deleted," or "User Deleted" respectively.

Deactivated users will still be shown on the report as normally.

Why am I warned that payments made on bills generated before Mar 1, 2011 will not show up on this report?

This report does not display payments made on bills that were generated before Mar 1, 2011. You can learn more about this scenario and alternate options here.

What order are the payments/refunds and line items displayed in?

The payments/refunds display on the report in chronological order (i.e. oldest first). Under each payment, their corresponding line item allocations then display in chronological order (oldest first.)

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