Setting Up Client Billing Options

You can set up a client's billing options, including their general billing information, addresses, and tax rates, with the following procedure.

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 Options on the navigation panel.

Tip: You can expand areas in this window by clicking to the right of the section header.

4. Enter client billing options in the General information section.

Component	Description
Billable	Select this option to indicate the client can be billed. If selected, you cannot charge unbillable items to this client. If necessary, you can set up a secondary client with a sub ID to assign the unbillable items. If you do not select this option, this client will not be available in Billing.
Print A/R statements	Select to allow the client to receive an A/R statement. If you do not select this option, you cannot generate a statement for this client.
Calculate surcharges	Select this option to allow surcharges to be applied to this client's WIP. If you do not select this option, established service code surcharges will not compute for this client. Projects will still have the surcharge area and be able to have a project level surcharge assessed.
Finance charge	Select the finance charge method to use for this client's A/R. See Managing Finance Charges for information on defining finance charge methods.
Language	Select a language for the client from those languages set up by the firm.
Default invoice template	Select from the list of available invoice templates to assign to the client. If you leave this option blank, the firm's default is used.
Billing sort code (1-99)	Select a billing sort code for the client. This is only used for sorting purposes.
A/R limit	Enter an A/R limit for the client. This limits the amount of A/R the client can have at any given time. Your firm can either set up a notification, error, or warning message to occur when the client exceeds this amount during billing. See Creating Billing Notifications for more information. You can set the A/R limit to be higher than the WIP limit in case you need to add write-ups to the WIP.
WIP limit	Enter a WIP limit for the client. This limits the amount of WIP the client can have at any given time. Your firm can either set up a notification, error, or warning message to occur when the client exceeds this amount. See Setting Error Conditions for Billing and Managing Error Conditions for Time Capture for more information.
Write down limit	Enter a write down limit for the client. This limits the amount of a client's WIP that can be written down.
WIP reserve amount	Enter a contract amount for the client's unbilled WIP. This field is for reporting purposes only and can be added to billing grids.
Billing fee memo	Enter an amount for billing this client. This field is for informational purposes only and can be added to billing grids.

5. Expand the Billing group section to select billing group options.

   Note: The information in this section is unavailable when you select the All Selected option to update multiple clients.

   Component	Description
   Billing group	Select a billing group for the client if you want this client billed along with other clients as a collective group. If this client will be billed individually, leave this set to No Selection. See Managing Client Billing Groups for more information on setting up a client billing group. If there are any unposted billing decisions for the billing group, the group cannot be edited. If this client is the principal client for this billing group, the client's billing group cannot be changed until the current billing group has been assigned a different principal client. If you are adding a client with the same client ID as an existing client, you will be prompted to either add the new client to the existing billing group or create a new billing group if there is not a billing group for the existing client.
   Principal client	Select if this is the principal client for the billing group. See Managing Client Billing Groups for more information.
   Allow this client to be billed in a billing group	Select the option button to specify this client be billed in a billing group.
   Always bill this client individually	Select the option button to specify this client will always be billed individually. If you select this option, the Principal client and Billing group options will be unavailable.

6. Expand the Invoice and statement address section to specify the recipients and addresses that should appear on invoices and statements.

Component	Description
Recipient information shown on invoice/statement	Select to send invoices and statements to the client or a client contact. If sending to a contact, a list displays from which to specify the contact. This option is unavailable when you select the All Selected option to update multiple clients.
Address type shown on invoice/statement	Select the type of address used when sending invoices and statements. Address types are set up on the Address/Phone window in the client profile or the General window in the client contact profile. This option is unavailable when you select the All Selected option to update multiple clients.
Print paper invoice/statement	Clear the option to print paper, if paper is not the default invoice or statement distribution method.
Send a copy to Document	Select this option to send a copy of the invoice to the client's Document folder. This option is only available if you have Document installed. From there, you can publish invoices to Portal. Note: Your firm must complete the Practice Mapping information before this option is available. See Setting Up Practice Invoice Mapping Options for Documentfor more information.

7. Expand the Email invoices section to select who should receive email invoices and statements by email. You also can select the email address types to use when sending the invoices and statements.

Component	Description
Recipient	Click in the top row of the Recipient column and select the client or client contact to receive invoices and statements. You can select multiple recipients.
Email	Click in the Email column and select the email address type for each recipient. Email address types are set up on the Address/Phone window in the client profile or the General window in the client contact profile.
Invoice/Statement	For each recipient, select the documents send to each recipient by email.

Note: The Email Invoices section is unavailable if you are updating multiple clients.

8. Expand the Tax rates section to select the sales tax rate that applies to the client.

9. 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. This option is available only when you are creating a new client.
   Save & Close	Saves the changes and exits the window.
   Cancel	Exits the window without saving your changes.

Notes:

• If needed, you can click Reset to reset the Billing options to the previously saved settings. Reset refreshes only the open profile window.
• For information about updating multiple clients, see Editing a Client in the Administration Manager Help for more information.