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The LawPay Integration

Integrating your LawPay account with Clio allows you to manage aspects of your client payments, such as credit and debit card payments, from your Clio account. 

Looking to manage credit, debit, and eCheck/ACH payments in one place? Clio Manage has a built-in payments solution for US-based customers that is included with your Clio subscription. Contact your account manager or Clio support to learn more.

Note: LawPay is only available on Clio's Essentials, Advanced, and Complete plans. 


Set up the LawPay integration

All new US-based Clio accounts are automatically set up with Clio Payments, which is Clio's built-in payments solution for US-based customers. If you have an existing LawPay account and want to switch to Clio Payments, contact your account manager or Clio support.

Canadian customers and US customers with existing LawPay accounts who do not want to switch to Clio Payments can follow the steps below to set up the LawPay integration.

Note: Canadian customers who do not have an existing LawPay account need to first create an account by calling LawPay at 1-866-376-0950.

Once you create an account with LawPay, you need to add at least one operating account in Clio Manage that will mirror your LawPay bank account. Read this article on managing accounts in Clio to learn more. After completing this step, you can set up the integration between Clio and LawPay. You must be an account administrator to set up the integration.

  1. In Clio Manage, go to Settings > Online payments.
  2. Click Sign in with LawPay. You will be redirected to LawPay, where you will need to log in if you are not already signed in.
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  3. Once you are logged in to LawPay, click Authorize to enable the integration. You will be redirected back to Clio Manage.
  4. Follow the prompts to map an operating account in Clio to the live operating account in LawPay. You can manage bank accounts at any time. See the next section on managing bank accounts for more information. If you have not yet created accounts in Clio that mirror the LawPay bank accounts, you will be prompted to do so.
  5. Select the Clio and LawPay accounts that you want to connect.
  6. Click Save settings to start recording credit card payments.

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Add and remove bank accounts

You can add or remove bank accounts for use with the LawPay integration at any time. This is useful for when you need to add a new trust account or remove a mirrored account that you replaced in LawPay.

Add a new bank account

Before creating a new account in Clio, you will need to ensure that the bank account is connected to LawPay, and then you can create a mirrored account in Clio. Once you have connected your bank account to LawPay, you can connect it to Clio. You can also update an existing bank account if it is already connected to LawPay.

  1. Go to Settings > Online payments.
  2. Click Create another Clio bank account for connection, and follow the prompts to connect your bank account to Clio. If you did not previously create a mirrored account, you will have the opportunity to do so. 

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Remove a bank account

If you make changes to an existing bank account in LawPay, you should not need to make any changes in Clio. Updates are only required in Clio if you replace a bank in account in LawPay with a different account. If this is the case, follow the steps below to remove the bank account connection in Clio and then follow the steps above to create a new connection.

To remove a bank account:

  1. Go to Settings > Online payments.
  2. Click Disconnect next to the bank account you want to remove.
  3. When prompted to confirm this action, select Yes, proceed.

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Credit card payments and fees

In Clio Manage, you can manually record credit card payments if you have your client's credit card information. You also have the option for your clients to pay their bills online via a secure email link or Clio's secure portal, Clio for Co-Counsel. Cards charged via secure email links or Clio for Co-Counsel will be processed in the same manner as if the card was charged by you in Clio.

Tip: Take a look at this article to learn more about sending bills to your clients, or this article to learn more about bill options and bill states.

To record a credit card payment for your client:

  1. Select Billing in the left navigation menu.
  2. Select the Unpaid tab to find the bill for which you want to record a payment. 
  3. Click the down arrow next to Send and select Charge credit card. You can also select Record payment and choose Credit card from the Source dropdown of the record payment window.
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  4. Click Billing information and fill in the client's credit card information.
  5. Click Review payment and then select Submit payment.

Note: It can take 24-48 hours for the payment to be authorized. This excludes weekends and banking holidays. When the payment has been successfully authorized, all users at your firm who have billing permissions will receive an email notification.

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Transaction fees

Processing fees are deducted from the operating account that is connected to the LawPay account that you accept payment into. The full credit card payment will reach its destination account unaltered. The transaction fee deductions occur at the end of the month. Fees for trust request payments will be deducted from the operating account connected to the LawPay integration.

LawPay accepts Visa, MasterCard, Discover, Diner's Club, JCB, and American Express cards.  Below is a list of fees associated with LawPay transactions:

United States:

    • 1.95% + 20 cents per transaction for all major credit cards (Visa, MasterCard, Discover)
    • 2.95% + 20 cents per transaction for specialty cards (corporate, business, and rewards cards including Visa, MasterCard, and Discover).
    • 3.5% + 20 cents per transaction for American Express.

Canada:

    • 2.95% + 20 cents per transaction on Visa, MasterCard, American Express, and specialty cards (corporate, business, and rewards cards including Visa, MasterCard, and Discover).

Note: Each successful transaction run on a credit card will incur the fees mentioned above. If you sign up for additional services through LawPay, those services may incur additional fees. 


Payment history and status

In Clio Manage you can view payment history specific to a single bill or payment history for all bill payments in the account.

Specific bill

To view payment history for a specific bill:

  1. Go to the bill. You can find the bill in your matter's Bills tab or by selecting Billing in the left navigation menu. To open the bill, click the bill Id, or click the down arrow next to Send and select View bill.
  2. Select Payments to view all payments for the bill, or select Online payments to view credit card payments for the bill.

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All payments

To view a complete history of all transactions:

  1. Select Online payments in the left navigation menu. By default, you will see All transactions.

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Payment status

Paid transactions may show any of the following payment statuses:

    • Pending: Clio is in the process of sending the payment details to LawPay.
    • Authorized: LawPay accepted the credit card details and is processing the payment. Authorized payments can still be voided by clicking Void.
    • Completed: the payment has successfully been processed by LawPay. Completed transactions cannot be voided and can only be refunded.
    • Voided: the payment was voided before being completed.
    • Failed: the payment details were rejected by LawPay or something went wrong with the transaction. 

Void payments

A credit card payment can only be voided if it has been authorized. Completed payments cannot be voided and must be refunded. To void an authorized payment:

  1. Find the payment by going to the Online payments tab for that matter's bill or by clicking Online payments in the left navigation menu.
  2. Click Void.

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Refund payments

Once a payment has been approved, the status will change to Completed, which means that the payment cannot be voided and must be refunded. Refunds are applied to payments in the following order: overpayment amount, interest amount, principal amount.

Note: Because of different trust compliance laws that vary by jurisdiction, you cannot refund a secure payment for a trust account. Additionally, you cannot refund payments older than 6 months.

To refund a payment:

  1. Find the payment by going to the Online payments tab for that matter's bill or by clicking Online payments in the left navigation menu.
  2. Click the down arrow next to Edit, and click Refund.
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  3. Specify the Refund amount. If the refund is applied to multiple invoices, select which invoice should be refunded. 
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  4. If the refund is applied to a payment from a secure payment link, click Link to link the refund to the client. You cannot do this until the refund is complete.

    Note: If the payment is already linked to a client or matter, verify that it is linked to the right client/matter since you cannot make any changes after the refund is initiated.

Both you and your client will receive an email confirmation of the refund within 24 hours. The refund itself can take 24 to 48 hours to process, during which time it can still be voided.


Enhanced online payments

With this functionality you can accept payments from your clients for multiple invoices in a single transaction. Enhanced online payments eliminates the need for you to request multiple payments from clients with more than one outstanding bill.

Note: Payments will be applied to invoices in the order of issue date, from oldest to newest.

  1. Go to any one of a client's outstanding bills and click Send.
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  2. Verify that the you have the correct contact and information, scroll down, and open Additional settings.
  3. Check the box for Accept payments for all unpaid bills.
  4. Click Send bill.

When your client receives their emailed bill, they will have the option to pay for other outstanding invoices at the same time. All your client needs to do is click Pay online now when they receive their emailed bill, enter the total amount they want to pay toward the listed invoices, and enter their credit card and billing information.

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Trust requests

With a trust request, you can create a "bill" to accept trust funds for your clients. You can create trust requests to collect an initial trust deposit or retainer from your clients, or to request a top-up of trust funds. Trust requests will not include any charges for services or expenses, and all payments made on trust requests will immediately be deposited into a Clio trust account ledger. Read this article to learn how to create and manage trust requests in Clio.

Once you have created a trust request, you can share it with your client like you would share any bill. Your client can pay online by clicking the Pay online now button in their emailed invoice, or you can manually record the payment.

Note: Payments for trust requests cannot be edited or deleted. If the payment has not been completed, it can be voided. If the payment has been completed, you will need to manually refund the amount through LawPay and update your trust balance by disbursing funds. Learn more about disbursing funds in this article

When a payment is received on a trust request, the full amount will be deposited unaltered to your trust bank account. At the end of the month, any processing fees associated with credit card payments will be deducted from the operating bank account that you connected to the LawPay integration. Due to compliance rules in many jurisdictions, you cannot deposit trust request payments into your operating account.

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