Creating Billing Notifications

You can configure Practice to send notifications when certain billing activities occur. There are two sets of billing notifications you can set up.

• Client billing notifications. These notifications are triggered when certain types of billing errors occur during invoice generation.
• The client billing errors for which you can set up notifications are as follows:
  • Client is inactive
  • Client is on hold
  • Client is on litigation hold
  • Client is a prospect
  • Client is provisional
  • Client is terminated
  • Project is on hold
  • Invoice amount causes client to be billed at a loss
  • Invoice exceeds client's preset AR limit
  • Client has exceeded preset write down limit
  • Firm bill-through date was changed
• Invoice status notifications. These notifications alert specified staff members when the status of an invoice is updated. For example, you can specify that when an invoice status is updated to Ready for Review, a notification is sent to the partner responsible for reviewing that invoice. There is one invoice status notification for each status your firm uses.

Notifications can be sent to a single person or to multiple staff members. You can select a particular staff member as the recipient, or you can specify the recipient by role, team, or client responsible staff.

Notifications are received as emails or as notifications in Dashboard, depending on the recipient's preference. When possible, multiple notifications to the same recipient are bundled into a single notification.

Notes:

• You cannot create or change the conditions which trigger billing notifications.

• Only Client Responsible Staff or Team are available to be chosen for ‘Select By’ for Invoice Notifications or for Invoice Status Notifications.

To manage billing notifications, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Select Practice > Notification Setup > Billing on the navigation panel.
   • Modify client billing notifications in the top section of the window.
   • Modify invoice status notifications in the bottom section of the window.
3. Do any of the following:
   • Enable or disable a notification. Select a check box for a notification to enable that notification. Clear the check box to disable the notification.
   • Add or change a recipient. Select an active notification. Then, do the following: 
     1. Click Add Recipient.
     2. In the Select By column, select a recipient list.
     3. Select an option from the Recipient list.

     Explain the grid columns

     Component	Description
     Enabled	Select the box to send notifications for that condition. Clear the box if you do not want to send notifications for that condition.
     Name	The name of the condition. The name is used as the subject in notifications or emails.
     Message	The body of the notification or email sent to the recipient.
     Priority	Select the priority for the notification.
     Select By	Select the list of recipients to view in the Recipient column.
     Recipient	Select a recipient from the list. The available options are based on what you select in the Select By column.

4. Click OK.