As of September 19, 2023, payments should be taken through Clever Case and LawPay should no longer be used for new payments.

Trust Payment

1. Search for the client in Clever Case, or open the matter and click the client's name  It's important you verify you have the correct client and/or matter - if you're unsure, make sure there is time or previous invoices on their account.
   
2. On the Balances card, click "Take Payment" then "Trust Deposit"
   
3. Select the payment type from the dropdown.  Common methods are :
   
1. Card or ACH/eCheck: If they want to pay with a Visa, Mastercard, American Express, Discover, or using their bank account information (routing/account number).  Use this for almost all digital payments
   
   
1. Put the amount of trust that is needed into the Amount box.  
   
2. Select which account the trust funds should be deposited into
   
3. If the client is wanting to pay right now, click "Take Payment Now".  That will open up the screens to take a payment right then
   
4. If the client is going to pay later, click "Copy Payment Link".   After a few seconds, a special link for that payment will be copied into your clipboard, which you can paste into an email you send the client
2. Previously Charged Card or ACH/eCheck: If they've paid with a credit card or from their bank account in the past, and that payment information was saved, you can charge that payment method again
   
   
1. Choose the card or ACH from the list.  You might see a nickname, or just the last 4 digits of the card. If the dropdown is empty, there are no saved cards or bank accounts for the user.  Choose "Card or ACH/eCheck" if you need to save a new payment method and take the payment
   
2. Put the amount of trust that is needed into the Amount box.  
   
3. Select which account the trust funds should be deposited into
   
4. Click Save.  The charge will take place in the background, and will take up to 10 minutes to appear in Clever Case. 
3. Cash, Physical Check or Cashier's Check: For cash or check that you physically have in the office.  For electronic withdraw out of someone's bank account, use "Card or ACH/eCheck"
   
   
1. Put the amount of trust that is being paid into the Amount box.  
   
2. Select which account the trust funds should be deposited into
   
3. Should the funds be set aside and not automatically applied to future invoices? Select "Hold Account (do not apply to invoices)"
4. Other and Stripe: Only to be used by Finance Team

Invoice Payment 

1. Paying off a specific invoice
   
2. Making a payment on a flat fee
   
3. Making a payment for a payment plan
   

Escrow Payment

Recurring Payments

1. When the payment should be taken (specific day of month, every x weeks, etc)
   
2. The amount of the recurring payment
   
3. Whether this is a trust replenishment or payment plan for a matter
   
4. Client and Matter info
   

Creating a Receipt

1. Open your copy of the Gravis Law Receipt file, attached
   
2. Select your office from the drop down
   
3. Enter the client's name and contact information
   
4. Select payment type:
   
1. Flat Fee: The client is making a payment against a flat fee balance, or paying it in full
   
2. Invoice: The client is making a payment against an open invoice
   
3. Payment Plan: The client is making a required payment against their open balance
   
4. Trust (Cost): The client is paying for a specific upcoming cost associated with their matter
   
5. Trust (General): The client is making a payment into trust to be used against future costs and invoices
   
5. Select the payment method
   
1. Cash: the client has given you cash. If the cash exceeds $2,00, you must count it and deliver it to the safe with two people. It is recommended this is completed with the client in a conference room or other private office.
   
2. Check: The client has paid with a check. If so,
   
1. Check Number: This should be on the top right corner of the client's check
   
6. Attorney: Enter the attorney's name
   
7. Payment notes: record special instructions here.
   
1. If the client is paying a specific invoice, include the invoice number
   
2. If the client is paying for a specific cost, explain what the cost is for
   
3. If the client has multiple matters, enter the matter number below
   
8. Save sheet as a PDF
   
9. Print or email the PDF to the client for their records
   
10. Retain a copy to complete the Daily Deposit Report
11. Put the funds in the safe for deposit

Common Questions

1. Q: How much is my balance? 
   
1. A:  (Open the client in Clever Case and supply the client with the "Invoiced Outstanding" value.  If they have multiple matters, make sure to check each one)
2. Q: How much do I have in trust?
   
1. A: (Open the client in Clever Case and supply the client with the "Client Account Balance Available" value)
   
3. Q: I can't pay this all today, can I set up a payment plan? 
   
1. A: To set up a payment plan I need to connect you to our accounts receivable team. Are you able to make a payment now? If so, I'll take a payment today and will have them follow back up with you directly to set up payments going forward. 
   
2. Action: Submit a request to Accounts Receivable by Request Hub requesting a followup for a payment plan. 
4. Q: Why do I need to put money into trust? 
   
1. A: Funds in trust are used to pay costs as they are incurred, like filing fees for your matter. When Gravis Law bills you for time spent on your matter during the month, the trust funds are used to pay your bill. This is especially helpful if you have a big event coming up, such as a mediation or trial. 
   
5. Q: If someone owes on a bill and wants to put money in their trust, what should I do?
   
1. A: Ideally, it's best to take two transactions - an invoice payment into operating, and a trust payment into the appropriate trust account.  If they have already written one check or otherwise cannot make multiple payments, put the payment in as a trust payment to the appropriate trust account and alert Accounts Receivable (ar@gravislaw.com) to apply it to their open invoices