Managing Client Billing Fee Agreements

Billing fee agreements streamline the creation of final bills. You can use billing fee agreements to automatically compute write-ups and write-downs. You can also set up billing fee agreements for progress bills.

Tip: Create or assign a billing fee agreement any time you and your client have agreed upon a specific fee or fee schedule.

A billing fee agreement must be set up in Lists before you can assign it to a client. Then, use the procedure below to assign the agreement to a client. Surcharges and taxes will be included in the amount billed, depending on the client's settings.

To set up a billing fee agreement, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Client Manager under Clients.
2. Do one of the following:
   • Add a new client profile. See Adding a New Client in the Administration Manager Help for more information.
   • Open an existing client profile. See Editing a Client in the Administration Manager Help for more information.
3. Click Practice > Billing Fee Agreements on the navigation panel.

   Note: If you are updating multiple clients, the grid will be blank upon opening the window, even if billing fee agreements have been assigned to one or more of the selected clients. You cannot edit or delete any previously assigned billing fee agreements when you are updating multiple clients.

4. Click to add a new billing fee agreement for this client. If there are no billing fee agreements created for this client's office, this option is unavailable. The Add Billing Fee Agreement window displays.

   Explain the components of the window.

Component	Description
Billing fee agreement	Select a billing fee agreement for this client. Only billing fee agreements selected for the client's office display.
Amount	Enter the billing fee amount. This is the amount agreed upon by the client to be billed. This option may not be available depending on the settings for the billing fee agreement selected.
Invoice status	Select an invoice status assigned to invoices that are generated from automatic billings.
Invoice template	Select an invoice template to use with the billing fee agreement.
Staff for notification	Select a staff to be notified if automatic invoices are generated from this billing fee agreement. If there was no WIP to bill, they will be notified that an invoice was not generated. If there is a firm error condition set to error and there is no override available, the invoice will not be created. For example, client is on hold or client is on litigation hold. For invoices that meet an error condition and an override is available, or if they meet a warning condition, the invoice will be created and the condition will be included in the notification. If necessary, you can unbill the invoice and manually bill once corrections are made.
Dates to generate invoice	Select the time to generate the automatic invoice. Select the time the automatic invoice will be generated for this billing fee agreement. This allows you to select a time when no one is in the office so productivity is not impacted. Frequency. Select the months the invoice will be generated. Then, select whether the invoice will be generated on specific dates or certain days of the month. Example: The client wants an invoice on the last Friday of every month. Select all months, select On, then select Last from the first list, then Friday from the second list. Range. Enter the beginning and end dates for the automatic generation of invoices. Note: These options are only available if this is an automatic billing fee agreement.

5. Click one of the Save buttons or cancel.

Button	Description
Save	Saves the changes and the window stays open for editing.
Save & New	Saves the changes and opens a new window to create a new client billing fee agreement. This option is available only when you are creating a new client billing fee agreement.
Save & Close	Saves the changes and exits the window.
Cancel	Exits the window without saving your changes.

Note: For information about updating multiple clients, see Editing a Client in the Administration Manager Help for more information.