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Billing one client with multiple matters

  • February 19, 2024
  • 5 replies
  • 107 views
J

Our firm is new to SB, and is a few months out from using SB billing. Most of our clients have several matters that we bill to monthly. As I understand it now, there is not a great way to bill a client for multiple matters without them receiving a separate email for each invoice and each matter (not ideal for us or our clients).

I believe our work around could be using the combine/cover letter feature. Is there a way to edit/customize that cover letter at all? Is there a way to choose what information is shown? 

I would love to hear from other  Firms and how they bill clients with multiple matters to get some ideas on how we can make it work.

Thank you!

Best answer by JG3

@jdean  As you mentioned yourself, short of sending a barrage of separate invoices, there’s not a canned way within SB to routinely bill a client that has multiple matters with some sort of summary billing document.  

What we do, as discussed and suggested elsewhere, is use SB billing to combine monthly invoices into one PDF and then attach that single PDF to a separate email that we draft and send using Outlook... making sure we link it to the SB matter.   

This approach isn’t as easy as a couple of clicks, but it’s simple enough.

In addition to that, b/c some of our institutional clients take a while to pay, we also keep a side spreadsheet tracker as a  sort of scorecard on how many invoices are still pending, unpaid.  We attach that to the monthly invoicing email as well.

 

 

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P
Smokeball Team
  • Prizzi.LawSmokeball Team
  • Smokeball Team
  • February 19, 2024

Hi JDean,

My name is Philip, your firms assigned Onboarding Specialist. My job is to help ensure your adoption of Smokeball goes as smoothly as possible and be your single point of contact to support you through the transition. That being said, I completely understand the challenges that come with changing billing software so wanted to see if I could provide some relief. I would recommend we get you onto a Billing Q&A with one of our Billing Trainers as they are experts at translating existing processes into Smokeball. They can show you how other firms like yours have accomplished this billing process and ensure you’re prepared for your first billing cycle. Here is the link to schedule when you’re ready. Click here to book your Billing Q&A. I’m available any time you have any questions or need some guidance so don’t hesitate to reach out. My email is philip.prizzi@smokeball.com and my direct number is 872-260-3405.

Look forward to working with you!

J
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  • JG3
  • Frequent Scribe
  • February 20, 2024

@jdean  As you mentioned yourself, short of sending a barrage of separate invoices, there’s not a canned way within SB to routinely bill a client that has multiple matters with some sort of summary billing document.  

What we do, as discussed and suggested elsewhere, is use SB billing to combine monthly invoices into one PDF and then attach that single PDF to a separate email that we draft and send using Outlook... making sure we link it to the SB matter.   

This approach isn’t as easy as a couple of clicks, but it’s simple enough.

In addition to that, b/c some of our institutional clients take a while to pay, we also keep a side spreadsheet tracker as a  sort of scorecard on how many invoices are still pending, unpaid.  We attach that to the monthly invoicing email as well.

 

 

Ben
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J
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  • jdeanContributor
  • Contributor
  • February 20, 2024

@JG3 Thank you for that information. It appears the way you are doing it is probably the easiest option given what SB offers for billing a client that has more than one matter. Thank you for your input!

J
  • jdeanContributor
  • Contributor
  • February 20, 2024

@Prizzi.Law Is there any way to customize the cover letter and choose what information is on it?

P
Smokeball Team
  • Prizzi.LawSmokeball Team
  • Smokeball Team
  • February 20, 2024

HI @jdean , 

The method you outlined above is definitely the way I’ve seen it done but as Smokeball is constantly adding new features and functions, I always find reviewing with a Billing Trainer can help ensure you’re taking advantage of all the latest bells and whistles. Currently, there is no way to customize the summary page however I can certainly help you to submit a new feature request, as can the training team if you’d like that or any functionality added. Smokeball is constantly evolving and adding new features based on client feedback and requests so feel free to reach out if you’d like help getting that submitted. Hope this helps and look forward to working with you!

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