Accounts Receivable

1. Current: This is a balance that is currently owed, but the due date listed on the invoice has not yet passed
   
2. 1-30 days: The client has an unpaid balance from an invoice that was due before yesterday, but not longer than a month ago
   
3. 31-60 days: The client has an unpaid balance form an invoice with a due date from longer than one month ago, but not yet two months.
   
4. 61-90 days: The client has an unpaid balance on an invoice older than two months, but not yet older than three months
   
5. Older: The client has an unpaid balance on an invoice older than three months
   
6. Total: The total amount the client has due to Gravis Law
   

1. How long has this client been outstanding?
   
1. A client with a long outstanding past due balance may be making monthly payments, but it is required to ensure the AR team is aware of any arrangements. View the collections and AR write off policy for more information. 
2. Is this my client, or do they need to appear on some one else's AR? 
   
1. Each client can only appear once on the AR report, which means if their name appears on your list, they will not appear under some one else's list. If you have a client who is no longer yours, create a ticket using Finance > AR/Collections > Other. The change will be reflected on the next AR Report update. 
3. My client is VERY past due. Should I withdraw or continue to add time to this matter? 
   
1. Review the collections and AR write off policy for standards and exceptions. 
4. Is this a client who will pay? Is this a matter that payment will be delivered by a third party, or need to be approved by the court/estate? 
   
1. If you know the client will be unable to make their payments, notify the collections team as soon as possible and follow the Collections Policy to look over your withdrawal options and recommendations. If you've approved an invoice that cannot be paid by the client until a specific date or court approval (probates, estates GALs, or contingency matters), or is processed by a third party for payment (county payments, Metlife/ARAG), notify accounting using the finance ticket options > AR/Collections > Stop collection efforts. This may involve writing off the time completely, or returning the time to clever case to be invoiced at a later date. 
5. Does Collections have the tools they need to collect, including valid contact information? 
   
1. If you know something we don't, for example that the client is expecting a lotto payout next week, please let collections know so we can coordinate outreach. 
   
6. What are these extra notes?
   
1. In the "AR Notes" column on the AR Report, you may see some frequent tags that notify our collections team and you what action we can take. Common groups include "No Interest" (these clients will not receive interest charges), Discount tags, Transferred AR: (Origin), and even Contact Info Invalid. If there is no available contact information, or if one of the status tags no longer apply, create a ticket. Changes will be reflected on the next AR Report Update. 
   
7. Does this client's name appear on my trust ledger, too? 
   
1. If a client has a balance on the AR report and also appears on your trust ledger, something may be wrong. Create a ticket using Finance > AR/Collections > Other to notify us. 
   
8. Oops! This client should not have any invoices outstanding to Gravis Law. 
   
1. Create a ticket: Finance > AR/Collections > Write Off Balance. Please be sure to include the reason why this balance should be removed - is it returning to work in process to be invoiced at a later time? Was the invoice generated as an hourly matter when the client has paid a flat fee? Do you believe the client will not pay and don't want us to continue collections efforts? Each of those options has a different impact on our reports and we need to clearly understand the reason to make sure any removed balances are within policy. Include as much information as possible. 
   

Trust

1. Is this client's matter closed?
   
1. If so, you should create a ticket using Finance > Refunds and Credits > Trust and Client Funds
   
2. Is this my client?
   
1. If you don't recognize the name of the client, it is possible they are supposed to be on another attorney's trust list. If this is the case create a ticket using Finance > Other > Other and let us know 
   
3. Is there a large cost or fee amount upcoming that you need to request additional funds in trust for?
   
1. If you need an additional replenishment on top of any recurring replenishments, you can create a ticket using Finance > A/R Collections > Trust Replenishment to let us know how much to collect
   
4. Is the amount listed in trust a flat fee?
   
1. When we received funds and don't have either an invoice to apply it to or an engagement letter informing us of a flat fee, we have to transfer funds to trust. Is is possible that flat fees are in your trust balances, if so create a ticket using Finance > Client Statements and Invoices > Create New Invoice to let us know
   
5. My client's funds are suppose to HELD for a specific purpose, how can I verify this is the case?
   
1. We are trying to list these funds that supposed to be HELD for a specific purpose separately. If yours are not, please let us know by creating a ticket using Finance > Balance Inquiry > Other
6. Dose this client appear on my AR Report, too?
   
1. If a client has a balance in trust and also appears on your AR Report something may be wrong. Create a ticket using Finance > AR/Collections > Other to notify us.