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Bill Message Templates in Clio Manage

Who will have access to this feature?
Bill Message templates will be available to all customers, in all regions will be able to use bill message templates. You will need to have the billing permissions within Clio Manage to access this feature, including the ability to create, edit and delete custom templates in the bill message templates settings.

 

 

What is the bill message template feature?

The bill message templates feature will allow you to customize the message that you send to your clients, when sharing a bill or balance. Messages can be sent when sending the bill through either Clio for Co-Counsel or email. You can also customize the emails going out to your clients with personalized salutations, subject lines and ‘autofill fields’ that will get auto-populated when the emails are sent out. This eliminates the need to manually look up and type in information such as the responsible attorney, or the trust balance.

How do bill message templates improve my billing workflow?

We want you to be able to get paid faster by speeding up the rate you can create and send personalized messages along with your bills or balance requests. In addition to this, you will be able to maintain a high level of accuracy and professionalism, in the key moment of your client’s billing experience. 

How do I use the bill message templates feature?

There is no set up required and you can get started with it right away! You will be able to use our default bill message template, when you want to send bills to your clients. Quickly customize the message, take advantage of smart autofill fields for the subject and body, and see an email preview of the message. The autofill fields for the subject and body of the bill are separated into four sections—bill recipient fields, client fields, matter fields, and billing fields. 

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How do I create my own custom bill message templates?

You can modify the Bill Message Template or create a new template, by clicking on the ‘Email Template’ dropdown and selecting ‘New template’: Bill_Message_Templates_-_New_Template.png

This will take you to the settings page in a new tab that allows you to view all existing templates, edit, duplicate, delete, or create new templates. We currently allow a maximum of 20 custom templates, and they will be displayed in order that you have added them to Clio Manage. Bill_Message_Templates_-_Default_templates.png

You can edit all of the fields in the template, including the default template. You can add autofill fields for the subject and body of the bill in the template or later in the bill share modal. The autofill fields for the subject and body of the bill are separated into four sections—bill recipient fields, client fields, matter fields, and billing fields. Complete all the fields to save your new template.

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Will there be different Bill Message Templates defaults for Trust Requests, Revenue bills, and Outstanding Balances requests?

Yes - you can leverage these pre-existing templates built into Clio Manage to quickly send and customize messages you send along with these requests. The appropriate default message will appear when sending any of the mentioned.

In the case that there is a bulk share where Trust Requests and Bills are shared in bulk, the Bills default Email Template will populate. However, if only Trust Requests are shared in the bulk share, then the Trust Request default Template will appear. 

How can I delete bill message templates?

You can create, duplicate, and delete custom Bill Message Templates. However, you will not be able to delete the default Bill Message Templates. These are marked by a green ‘Default’ tag. Bill_Message_Templates_-_Default_Tag.png

Can I view the bill messages I have sent previously in Clio Manage?

Yes, all messages included when bills are sent can be found in the ‘Communications’ tab as an email log. This can be found in the main Communications tab, or under the Client or Matter Communications subtab. 

Previously, if a bill was sent, the communications log would only be created if there was a custom message that was sent. Now, all messages will be saved as an email log in the Communications tab. 

Will my emails logs show the autofill fields or the information pertaining to the appropriate matter?

The email log will record what the autofill field was meant to be filled in with. For example, your email log will record $1000 instead of {{Trust amount}} if you use the Trust amount autofill field, and there was $1000 in trust. 

In the case that the bill was sent to multiple recipients, there will be an independent communication log created for each recipient so that the information remains accurate.

Glossary of autofill fields by section: 

Bill recipient fields:

  • First name: The first name of a contact OR the company name.
  • Last name:  The last name of a contact OR the company name. 
  • Full name: The first, middle, and last name of a person contact OR the company name.
  • Prefix: The prefix of the person or company name. 

Client fields:

  • First name: The first name of a contact OR the company name.
  • Last name:  The last name of a contact OR the company name. 
  • Full name: The first, middle, and last name of a person contact OR the company name.
  • Prefix: The prefix of the person or company name. 

Matter fields:

  • Responsible Attorney: The responsible attorney on the matter(s). If there are multiple, the list will be comma separated. 

  • Originating Attorney: The originating attorney on the matter(s). If there are multiple, the list will be comma separated.

  • Matter name: The name of the matter(s).

Billing fields:

  • Amount due: The amount due on the bill/ trust request, or the amount owed by the client if it is an outstanding balance being shared.
  • Outstanding balance: The entire outstanding balance that the client owes.
  • Trust balance: The amount in trust for the single matter and contact if sending a single-matter mill or trust request. If sending a client level trust request, a multi matter bill, or an outstanding balance, then the amount in trust for the client + all matters. The trust amount will be in the currency of the first issued bill.
  • Invoice number: The invoice number associated with the bill.

What will the default bill message templates display? 

There will be three different default templates pre-existing in your Clio Manage account. Below is a preview of what these templates will display: 

Default trust request bill message template:  

Subject:

A trust request from (your firm’s name)


Body:

Dear {{Full name}},


Your trust request is ready. You can see your account summary below.


Thank you for your business.

 

Default revenue bill message template:  

Subject:

A bill from (your firm’s name)


Body:

Dear {{Full name}},


Your bill is ready. You can see your account summary below.


Thank you for your business.

 

Default outstanding balance bill message template:  

Subject:

An outstanding balance from (your firm’s name)


Body:

Dear {{Full name}},


This is a friendly reminder that you have an outstanding balance.


Thank you for your business.

 

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