Overview: Client Expenses
Client Expenses
During the month, you may need to pay for something on behalf of a client. The most common forms of client expenses we see:
- Filing Fees
- Copy Requests
- Mediation fees
- Deed Recordings
Every client expense - whether mileage, postage fees, personal reimbursements, or copy requests – paid for on behalf of a client must be recorded in CleverCase as a ‘Cost.’ In the notes, please include if the expense was paid out of trust, operations (check, credit card, petty cash, postage machine), or as a personal reimbursement. By default, we will assume that it should be billed to a client. If the client should not be billed (either out of trust or on their invoice), please note that on the time card in CleverCase.
Family Law: Expenses less than $10 will not be billed to the client and will instead be ‘incurred’. These are assumed to be covered by the Administration Fee charged on Family Law Invoices. Please continue to record them in CleverCase as Cost: Non-Billable.
Making a Payment
Check
When possible, request a check for your client’s expense –
regardless of whether the client will be charged. We print the check
directly to your office or will mail it to the specified vendor. To request a check:
- Visit Request Hub and select 'New Ticket'
- Department: Finance
- Subject: Payment for [Client Name]
- Category: Payment Request
- Subcategory: Client Expense
- Client Name: Enter as it appears in CleverCase
- Matter Number: Enter the matter number it should be billed to. This is especially useful when a client has multiple matters.
- Amount needed: Enter the amount of the check here.
- Vendor Name: Enter who the check should be made out to
- Use Available Trust Funds: check this box if we should use funds from trust to pay the cost
- Memo for invoice: Be DETAILED! This is what will appear on your client's invoice
- Deadline/Due Date: this is when you need the check by.
- Added to CleverCase: Check this box to confirm you have added the cost to CleverCase
- Description: Please include information on what to do with the check once it is processed.
Once your ticket has been received, you will receive an email notification from accounting and the ticket portal will update to reflect the new status:
Once your check has been processed and printed, your ticket will be closed and you'll be notified both via email and through the request portal.
Credit Card
If you’re unable to request a check, you may pay the expense
with a credit card where possible with the card holder’s permission. When using
a credit card, save a copy of the receipt to your digital client file. Upload a copy of the receipt to Request Hub using the drop down Receipt: Client Expense.
Petty Cash
If using a check or credit card is not possible, you may use
Petty Cash at the digression of the attorney and the Client Services Specialist
who manages Petty Cash. As with above, save the receipt into the Client File
and give the Client Services Admin a copy of the receipt so they can close
Petty Cash at the end of the month.
Invoicing the Client
You will need to enter the client cost into Clever Case when you receive the check or submit the bill to accounting for payment. When possible, we will pay all client expenses from the client trust account. If a client expense is paid from trust, please include "Paid From Trust" in the cost entry notes and add the cost as "Cost > Non-Billable."
Voiding or Refunding
If you have requested a check you no longer need, you will need to notify accounting as soon as possible. To void a check:
- Locate the original ticket in Request Hub. This only works if you are the individual who originally requested the check.
- If you are not the original requestor, create a new ticket. Subject: Unused Check #XXXX; Category: Bill Pay for Clients & Gravis; SubCategory: Other; Description: Vendor Name, check number, client name and matter.
- On paper check, write "VOID" across the face and scan a copy of this voided check. Shred the check.
- Attach a copy of the voided check to the existing ticket. As a comment, include: check number, client, reason for voiding check.
Accounting will void the check and return funds to client trust account if required. If the client was invoiced and they have paid for a check requested but not used, the funds will be returned to their trust account OR applied to the oldest outstanding invoice.
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