How Filevine Connects Time, Invoices, and Payments (Full Transcript)

[00:00:00] Speaker 1: Hello, everyone. Welcome to From Hours to Invoicing, How Filevine Helps You Stay and Track and Get Paid webinar. If you have any questions to our speakers, please submit them in the Q&A box in Zoom. If you have any questions about finding that, it is down below in the chat access bar. We are going to get started. All right. I'd like to introduce myself and my co-worker Stu. We are the Filevine product managers here. I am a product manager over the time and billing items from Filevine, really helping work on making our features as cohesive as possible for your time and billing experience. Over to you, Stu. Yeah.

[00:00:48] Speaker 2: Hey, everyone. I'm Stu. I've been kind of involved in embedded payments products for the the last seven years or so. Still relatively new to Filevine, been here since February, but excited to chat with you all today around the invoicing, time tracking, and payments pieces and how they all fit together. Awesome.

[00:01:11] Speaker 1: Let's get into it, shall we? All right, here we are. One second while I share my screen and we can get started. So today we're gonna walk you through kind of an experience of collecting and tracking time and billing and payments all the way throughout the Filevine process. We'll start here in a project or case or matter, whoever you like to call it, inside Filevine. This is obviously where all the core of the work happens inside your work, and we wanna make sure that you are able to track and accurately understand everything that's going on on a project. Out-of-box Filevine has a default time and billing section that can be enabled when setting up your case types. In here, you'll be able to see kind of a summary, billing items, as well as project funds and settings for each individual case. With project funds, you're able to actually collect deposits or your item, your retainers up front. And this can be handled through Vineskyne and other of our early acceptance are early on in the process as you create your project. So you'll be able to set up and take funds when you sign your clients. You can be able to pull that in through either credit cards, through file bond payments, or you can collect other payment methods here. That will all be transferred in, and you can use these as you pay off project billing items throughout the project lifecycle. Moving over to our billing entries side of the house, you'll be able to, Here is where you're able to kind of add entries for this specific case. You can add them here, where you'll be able to select your team member. You can set the date and the rate. Rates are actually set per schedule. So you'll be able to set different rate schedules for different team members throughout your process. So each individual case could have separate rates. That way each team member can be handled directly. Hours are set for how long you want to work this. And you can add a description here. We have time codes that you're able to associate with each time entry. Each of these time codes can be customized so you can create your own custom list of those time codes and you can set whether they're required when entering your time. So here we are. This is the time we're entering for the webinar and you can either save it as a draft, which means it won't be able to be applied to individual billing items. Sorry, I can make the screen a little larger. You can set up for individual billing items, save it as a draft. You can either mark whether items are billable or chargeable. Billable items will appear on an invoice, chargeable will be added towards the sum of the invoice. You'll be able to see those items throughout the process as you go, and we can follow this item through its life cycle. There are also a couple other items where you can enter time entries. You can enter it on our timesheet. This is a great place to see all time entries, and you can filter and sort as needed. So if you're working on multiple different projects at a time, you can go and see what those time entries look like through different cases. You'll also be able to add the same time entries, select a project that you're working on here, and go through and add the same information that you would inside a project. We also have a quick timer right here. This sets the timer as well as defaults it to you. So this can be accessed on any page inside Filevine. Every time you're doing time entries, you can quickly grab that and make that accessible from anywhere you are. We also inside of our Outlook plugin have the ability to track time in there as well. So if you're working in Outlook, you'll be able to track and mark down items that require and are able to be billed towards your firms. We'll jump back to the project here. We have our time entries. Maybe we need to add an expense for this project. Expenses can be added similar to how we add time entries, but we also have the option to have default expenses that you can apply at a rate so that you'll be able to pre-select certain items throughout this process. So if you need to have certain items that are always used every time you go and bill a case, So you can have those pre-built, and that is set up in our advanced settings. But let's say we're doing something like mileage. We'll do travel miles right now. And you can add an expense code right here for travel. And if you're going to do price per unit, so this is a great way to have it broken down by a per item that you're using for like, let's say, we'll charge $0.65 per mile. And this way, on the invoice at the end of the day, you'll see the total broken down that way. So let's say we did 100 miles of driving, that's $0.65 a mile. It will calculate all the work that you need to do to get that range right there. You're also able to add flat fees here in the billing section. This is a place where you can go and set, whether you do casework or have standard runs, like if you're doing straight wills and you have a flat fee for any of that work, you'll be able to grab and have those selected right out of the gate. So there's no work needed to have to go and set that ahead of time. You can go and create that at the flat fees and it'll apply to the project and it'll show up on the invoice as such. Running down now over to summaries, this is where you'll be able to see the invoice of all the work that we've done. So you can go and generate invoices based off of all of the time entries and combine them right here in one place. So let's take the work we just did to create a webinar and generate and add that to our invoice. We can go ahead and also add the travels that we just created here and make an invoice with all this information on it. Now that we have an invoice, we can go and change that invoice to, we can create a PDF that we can download and send over. we can finalize this invoice at this time. So finalized invoices lock down all time entries and allow you to take these time entries and move them out of the general space here. Now that the invoice has been finalized, you'll be able to see the individual time entries on it and expenses as well as all the other items that go along with it. From here, you can also do time entry management and bulk billing from our advanced settings. As a billing admin, you'll be able to select multiple different projects and create invoices, create those finalization processes, and take payments on those all and bulk from our bulk settings. Just wanted to call that out. It's a little easier to demo here our default summary experience inside of a project. So right now we have our billing entries, we have our invoices, we have the ability to take transactions that you're recording outside, but let's for the sake of this demo, make sure we go and send it as a PDF. So we can send this to the client, we can also take collect payment right here on the invoice, but we're gonna send it over and I'm gonna let my coworkers do take it from here as he walks through the payment side of things. Yeah.

[00:08:54] Speaker 2: And then Nick, can you just hit the send by email really quick too, so that comes through and then we can ...

[00:09:02] Speaker 1: Do I have that as an ... Oh, there it is. I missed it. Sorry about that.

[00:09:05] Speaker 2: Oh, we're fine. Awesome. And so I'll wait for that email to come through. Usually it takes maybe about 30 seconds or so, but it does come through pretty quickly and I can walk through that. As I'm waiting for that, though, I just want to kind of highlight, from this point on, I want to talk a little bit more about your end client's experience when it comes to receiving these invoices and making those payments and really trying to walk through, once they make a payment, where does that really go in Filevine? How do you manage those? How do you look through those? So I'll be talking more in depth about those ones. Awesome. Awesome. And it looks like that email came through, so I'll go ahead and pull this up. Bear with me for just a minute here. So the way it comes over to, so an email is sent to your client, it'll have your firm name at the top of the email, it'll have the contact's name on the project, and we'll say, hey, you've got an invoice, here's the PDF you can review, and there'll be a click here to pay now option. So I'm gonna go ahead and pull up just the invoice preview of the invoice that Nick was just working with. So let me open this up. And now I can share. All right, and I'll try to make this a little bit bigger. But yeah, and these invoice templates are things you can set up within Filevine. Many of you probably have experience with that. You can have a company logo, you can have the details of your firm. There is quite a bit of flexibility and customization option here when it comes to showing that invoice. So when your client gets the email, they definitely have a lot of great context on what you're charging them for. As we saw earlier, we see that webinar time entry, we see the expenses that were included that you as a firm want to pass on to your client so they can take care of and pay those expenses and get the total amount due as $165. All right. Now swap over and click on that email link to give you a sense of what your clients are than seeing. Hold this up, and I know folks are wanting a bigger screen, so I'm going to make sure we can blow this up a bit. Alright. Okay, so they will just have a webpage from that link that your client can visit. They'll have that invoice amount total there, $165. I will call out too, if you've enabled it, a recent feature is they can do partial payments on invoice, or sorry, excuse me, payment request links that are associated invoices. So they don't always have to pay that full amount. If they can only just pay a little bit, there is some flexibility there. But in this case, I'll say, okay, we're ready to pay as a client that full 165. I'll click pay on that. And then I'm greeted by a couple options. So I can either do a card payment or a bank account payment. And so for the purposes of testing, I'll go into the card, but I can show you what the bank account looks like. And we love all the questions coming in. I think this point we'll probably just work our way through close to the end of the webinar. And we'll make sure we spend lots of time kind of combing through those and make sure we answer all of those. But from a bank account perspective, what is nice about Filevine Payments is your clients really just have to enter in kind of an email and their name, and then they can search for their bank. So if your client has access to the credentials of their bank account, it does make it a little bit easier than trying to track down a routing number or an account number for the bank account that they wanna make the payment with, and they can just go ahead and search for any kind of bank that they want. And I guess in this test account, we don't have some of those, but supports most popular banks, Chase, Wells Fargo, most credit unions. It's pretty rare in this situation that there's not a client's bank account available. But if worst comes to worst, there is still this option to enter bank account details manually in that case. And they'll just have to do some micro deposits into that bank account to verify the account and make that payment. We do still fully recommend folks go the searching for the bank, connecting with their credential route though, to make that easier. Okay, but in this case, we'll go back to card. I'll start typing this in. No worries about trying to take a screenshot. This is all just test information, not my actual card. But I can put in future date there. Just put in some dummy data right now. My Filevine email address, go ahead and hit submit, and then your client's going to see this payment successful screen, assuming everything went well and they entered in the correct information. They'll also get an email notifying them, hey, you've made a payment. And then the email that's associated with the Filevine payments instance, that person, that individual will also get the email to let them know, hey, this contact made a payment in this case, so 165. So now I'll jump over, zoom out just a bit. So this is the Favine Payments screen, or section, excuse me, that we have to manage all of the different payments that are coming in or you're making. So in this case, the main section is that transaction section. I'm going to get rid of this, and there's a few different places here. So it's broken down into pending, completed, and then disputed. Pending this phase of Filevine payments, these are other payment requests that you've sent. So in the situation I just shared, since it was attached to an invoice, already sent to the client, they've already paid, that's not going to show up anywhere here in this list. So if you happen to take the approach of requesting a payment here at the top, that's where you'll be able to start managing, okay, these are all payment requests that I've sent to clients that are outstanding, that I still need to do some follow-up on. We're trying and make sure that the client has that information so they can make a payment. And we'll give you a sense too of how much has been requested as part of that payment request and then how much has been received. So in this case, there are amounts that have been accepted, but nothing's been received for payment requests that are under this pending section. And then completed, this will be where the payment comes through. So right here at the top, zoom in a bit more here, I've got John Doe as the payer, it automatically picks that up since we know what invoice is associated with, today's date, which account that payment is associated with. So in this case, those funds will be going into the operating account that I have set up with FiveLine Payments. And we've got this reference ID. So if I expand this out, we'll have information on your tenant, your organization, and then And we'll also have a project ID that's associated to that payment, since we know what invoice and in turn what project is associated with. And then the actual invoice number is associated there as a way to track things down and be able to find these payments that are being made through an invoice. And then in this case, what was requested is 165, 165 was received, that payment is now successful. And then I can click on any row here. So I'll click on this row and it just gives me a little bit more detail, right? Again, similar information that's shown in the row, but this is where the refund option comes into play. So if for any reason you do need to make a refund on a payment that your client made, you can hit this issue refund. We provide the option to do a partial refund if only that is necessary or just the full refund. 165 going back, put in the refund, put in that refund reason and be able to see that. All right, let me make sure I'm not missing anything. Okay. Oh, and yeah, one question that did come through that I can touch on as I'm going through this. That I'll get to in just a minute is around like an in-person option. There's a few different options. I can go through the different options for collecting payments. Ideally, we do recommend going the invoice route just because that's a nice way to tie a lot of that information in together. You've got the full context of the invoice and the project details. The payment can easily be tied there, but we do have some other flexibility. And I'll jump to that right now. So outside of transactions, so payment's been made, that's great. Taking a step back though, kind of broadening the view on FileVine Payments here, we do have this account section. So for those that are using FileVine Payments, this should be familiar. This is what we ask you to do as you get set up with FileVine Payments, just so we know, hey, do you have an operating account that you're expecting funds to go into? or do you have a trust account, an IOTA account that you're using to be able to capture funds from clients as well. So you can set those up, fill out all that information. But then one of the options when it comes to payment requests is you can do just a generic payment request that's tied to one of those accounts. So in this example, I have my operating account. I'm gonna go ahead and just click the three dot menu here at the far right and say, oh, let me grab just a payment link for that account. So this is not just a generic link. Because it's just tied to the account, we don't really have a sense of the contact or a client or even a project or an invoice, but it does provide just a pretty frictionless way to collect a payment from a client and just be able to grab that payment from them. So in this situation, this will be the view that they see when they access that link. So they can put any kind of amount in, they can make sure that they put any kind of memo If it's a specific payment, they can put that. If they happen to have their invoice number, they can enter the invoice number in. But in this case, I'll just say like, ah, you know what, I'm just gonna go ahead and make a $50 payment. Just put test payment here. And I can click pay. The nice thing about this too, is since it is just a generic link, what we have seen from some of our customers is they'll just spin that URL into a QR code. You could stick a QR code at the front desk in your offices. So if someone comes in, they could just scan that with their phone, make a payment that way just to capture the payment. This could also be embedded on a website. This is really a way just to have more of a web payment portal experience. You could just throw that somewhere where any contact could go or client could go, click on that from your website and be taken to a similar page here. And same kind of things apply, card, bank account, the different payment method options that they can work through.

[00:21:30] Speaker 1: All right.

[00:21:30] Speaker 2: Let me find my Q&A section here so we can keep addressing some of those as well as we go. So Ginger just asked, if it's generic, not attached to an invoice, how do you know which client pays on which project if under a different name? That's where right now it is a bit of a manual work to do that. We are looking into ways to try and streamline that process a little bit more, make it a a little bit easier to manage those payments coming in. That you'll see those general payments coming in and then you'll have to still add those to project funds to projects is a bit of a time-consuming thing. Like I mentioned, we are looking into ways to streamline that a bit more and make sure that we're tackling that the right way. Okay, since we still have a bit of time, and again, we will save plenty of time at the end to do some more of the Q&A and answer a lot of the questions that are coming in. Similar to that, based on Ginger's question, I do wanna call out just the client section. So this is where all clients are being managed in FileVine Payments. And so as payments come in, they'll be attached to that client and you can see a client that comes through in this case, or you can just manually add a client in FileVine Payments, throwing in the name, optional client ID. We're also wanting just an email address for that client so we can keep track of it. And there's some other functionality I'll go over in just a minute for that. And then a phone number. And then what's nice with Live On Payments in the client section is you can then reach out to any client and ask for access to a card on file. If you're doing a lot of recurring work or doing things where you want to just be able to charge a card and your client's giving you access to do that, you would then click this option. This is a bad example, because I need to add an email address, but in this case for Adam, I could say, oh great, I want to go ahead and just email a credit card link to him. So I can capture those card details, store that card on file and be able to utilize that. And so I can generate this credit card link. And if I click on that, Adam then just gets this, there's no amount that's being charged, but he can enter in those details and be able to agree here at the bottom, hey, I'm going to say this payment method and we're going to go ahead and give access or permission to the firm I'm working with to charge this card on file. And then as an example, once that's in place, so here's another example for Alex, We have a Visa card on file for him. If I need to then run a charge in that case, we have this new charge to card option. So I pull that up. Again, I'm going to just select either an operating account or the trust account in that situation, wherever I want those funds to go and put in the amount that I'm looking to charge. And then I'll charge that. And then email notification will go to the client. Similarly, again, email notification to the firm. Hey, this payment was run and you're off and running in this case. Okay, when it comes to payouts, we have made a few changes here. So those that are using Filevine Payments today may have seen some of the internal app messaging that we have. But the way it works, in fact, I'll jump over to settings right now. We've introduced this concept with Filevine Payments of adding a fee processing bank account. Essentially just identifying a specific bank account that you're wanting all fees to be pulled from. And so in this case, now with this situation, once this bank account is set up, and for those that are new to Filevine Payments, that will just be part of the sign-up process. Oh, thank you. I can zoom out a bit more. Apologies for that. But now because of this, since we're taking fees separate, the idea here is to try and make the reconciliation process a little bit easier. So previously before this change, when it came to accounts, if you were putting funds into a trust account, we would never take any of the fees from the trust account. We would always put the gross amount of payments into trust accounts when payments are made. So client's making $100 payment to the trust account, that full $100 is going in to stay compliant with the IOTA regulations, and then fees will be taken separately from the operating account. With this new change, we're now separating that even further out so that all payments to operating accounts or any other accounts that you've set up, those will always be deposited in their gross amounts. And so any payment made to an operating account, any payment made to a trust account, that full payment amount will always be going in and deposited into those accounts and making it just a lot easier to reconcile. So in this example here, we were doing some testing the other day. I had a successful payment for $10 yesterday that I run. This is in transit. Since it's a card payment, should be coming. Since this is a test account, the arrival date's not fully correct. Typically with card payments, it's gonna be two business days from the time the payment was made, that payment's gonna come in, that full $10 is gonna come into my account, and then separately in this settings, this fee account, that's where we'll then take fees. So from a reconciliation standpoint, the whole piece here then, you see, oh, okay, great, like in this example, I got 375 deposited into my bank account, I can verify that, and then the payment that is included in that was $375 as well, great, I had one payment for $375 that day. That matches exactly with what I'm seeing in my bank account. Things are matching up correctly. And then in transaction-wise, we'll have a separate completed section to allow for fees for coming out. So an example like a batch fee, this is how much came out. So you still have some tracking around where fees are coming out. Granted, Fivine Payments is still relatively new to Fivine as well, and so we're really working on looking at expanding this out, making sure that we're providing the most relevant details here. Feedback is very welcome and appreciated here from folks as they're using this. We want to make sure that this becomes just a really streamlined process. And at the end of the day, we're really just wanting to make sure that we make whoever is over your accounting at the firm, just very happy and make their lives easier in this case. Okay, another newer feature that's come out in the last few months is this trust reconciliation section. So when it comes to this trust account or an IELTS account, we know that you need to keep very close track of all the activity of that account, everything coming in, anything that that might be going out and so we provided this new account so it's connected just automatically picks up oh this is directed to the trust account that you set up if you have one and I can go in and just say you know what I'm looking for activity start of May to the end of May I just want to look at last month I download that report in this case I don't have enough data but I So download that report and the idea would be you then have full visibility into all the payments that are going into the trust account, deposits as well, really all of the activity that you're doing in Filevine to put money in that trust account. We're trying to give you a much easier place to see all of that and make sure that you can reconcile appropriately. Last thing I'll call out is within the settings section, we've also now included an option where you can edit or update the business name that is then going to be visible to your client when the payment is made. So with that, I think we've got plenty of Q&A questions to go through. So I think we'll go ahead and open that up. Let me pull up just a bit of housekeeping. I think it's, from how many questions we've come in, it's very clear people are able to find this, But in case you're not, let me share this screen. You just got to use that Q&A box to submit the questions. And then as we're going through these questions, we've got just a QR code here. If you are interested in getting started with any of the billing functionality, the time tracking, the payments, you can scan this QR code and get directed to the right people in Filevine and get more of those answers there. So I'll go ahead and leave this up And then we can open it up to more of these questions, I think. And maybe if we want to jump back up, Nicholas, to some of the earlier time and billing ones that we maybe didn't catch.

[00:31:14] Speaker 1: Yeah, I can do a quick catch up on some of these items. We have a question here about rate schedules, being able to apply to specific time periods. You can change the rate schedule throughout the lifecycle of a project, but we don't have right now automated systems that change the rate schedule throughout the project lifecycle. Most times, you can set the rate for each user at the start of the project. I did also see a question here about walking through leads billing. Let me jump over back onto my demo here, and we can go for just a quick rundown of how it looks like debt billing leads in Filevine. Leads billing, you have a couple of different setups that you can go and enable ahead of time, but we do generate leads reports for the output through your billing entries. For those who don't know, Leeds has a general standardization for certain clients that require breakdowns of the Leeds basis. In your time entries, you are able to require task codes as the core, start to making sure all of your time entries and billing entries are Leeds compliant. you can make sure that the task codes you have are set to who you are sending these docs to. You can make those required, you can make sure those are filled in, and then when you go to your projects and to the summary page, you're able to see a generate leads file. What this will do is download a file that is formatted for leads upload, and you can take that and you can submit that to your client that has leads requirements in there. So if this is how you're submitting your time and billing and you're invoicing, that right there will be able to be generated and you can pull up and find that right here in Filevine. So we try to keep it as easy as possible to generate leads. You can also do the same from the advanced billing section. Let's see if there's other questions here that we can go through. Stu, is there anything jumping out that you want to grab? I do. One second. Someone asked for a preview of a invoice with a logo on. I do not have one, never mind, I just found one here. So this is a quick template. You're able to upload your own templates for invoicing. So here's kind of what it looks like with a logo inside. And you can go and customize what text you want showing here, as well as if this information appears here. So you're able to go and set those invoices for each individual, and you can select which invoice template to work from. so you'll be able to actually go in. And inside your billing setup, inside invoicing, you can create, select, and modify which invoice templates you have available.

[00:34:59] Speaker 2: Awesome, I did see another question around if we can allow for the business's logo in the payment request screen. That is something we have had a lot of requests for. It's actually being worked on. I don't have a concrete ETA at the moment, but that should be coming probably sometime next quarter where we do want to give you a little bit more customization, a little bit more flexibility there to put your logo, some business details, and just make it seem a little bit more professional in that sense so your clients are fully aware you are the firm that they're working with. This is a trusted link, trusted request that they can make a payment on. Let's see, Steven asked, can a save card be charged across all accounts, IELTSA and Operating or just one specific account? Yeah, that card, you should have the capability to still select any of the connected accounts that you have to be able to charge that card and ensure that those funds are getting into the correct bank account.

[00:36:30] Speaker 1: I see a question from Julianne here. Is there a way to add funds to an invoice without putting it in the final status? Yes, you can track payments and funds through your invoices in the project before it is in finalized status. So in a finalized status, you can't send the invoice to be paid, but you can track payments here. Let me see if I can pull up an example. The demo right now, I do not have an example of a non-finalized invoice, but you can track transactions in your account here that do not associate with your invoice at all. So we can go in and take a payment of $1,000, and it will be added to your account here. But it does have to be in final or partially paid account to actually associate it with an invoice.

[00:37:50] Speaker 2: Awesome. And Lori was asking about accessing FileVine payments. And my apologies, I did kind of gloss over that. So let me get my FileVine account pulled up here again, and I can walk through a little bit more in detail of that. So here I am in the main Cloudvine app, just on my main feed. If I go over here to the menu option here on the left-hand side, I'll go down and click on the advanced option here. And once I'm in the advanced section, I can navigate to billing here on the left-hand side, click on that. In this case, I've got a few different orgs. Most of you likely will just see the OneOrg. And then I have this payments button here at the top right that's gonna then let me have access to the full details of all those payments that are coming in. So if I click on that, that's gonna take me back to the sections I was showing before, transactions, accounts, clients, et cetera, being able to, yeah, navigate there through the advanced billing section.

[00:39:32] Speaker 1: I see a question from Lori here about invoicing. Once you've generated invoicing, what's the best way for an attorney to review and approve them? Right now we have a status in advanced billing. So you're able to go to advanced billing and you'll be able to see all invoices that are outstanding. You can search by project, filter by tags, or sort by kind of the status that they're in. When you select a invoice here, you can mark it as ready for approval. So what this does right here is, I don't believe this is a finalized invoice here, we'll grab this one, mark it as ready for approval. I'm missing something on it, but you will be able to finalize those here. I'm not sure what I'm missing on these files here, but you'll be able to take these, mark it as ready for approval. This will set it into the pending approval status here. Once it's in that status, you'll be able to see those status tags right here. This is right now just a status change, So you'll have to go and scan the list, grab the items that are pending approval, and then mark them as approved. So it's a little bit of a manual process right now in billing, but this would probably be handled through the billing setup section here.

[00:41:17] Speaker 2: Awesome. And then Jared was asking about setting up recurring billing or kind of automatic renewals, more of a subscription-based experience. While we don't currently have that fully baked into the invoicing flow or the invoicing experience, there are some other automations we use through a tool called Workado, where we can get you set up with a team here internally in Filevine that handles a lot of those automations to try and make the recurring process a little bit smoother right now and easier to do. question just around, do you have to use payments by Filevine? That is our payments tool right now. If you want to actually process payments through Filevine, you can always manually add payments from other systems. But at this point, we don't support, nor do we really have plans to support integrations with other processing partners at this time.

[00:42:53] Speaker 1: I see a question here about a section being available to admin users. We do have permissioning to be able to set whether individuals have access to different sections within Filevine. So your typical advanced menus have admin level permissions to be able to access advanced settings for your billing and invoicing. Filevine Payments also has a separate level of permissions to be able to access those. So you're able to set who has access to which sections of the app. Hopefully, that answers your question. I'm not sure which specific section this message came in on, but you do have permissioning within Filevine to set who has access to which sections within the main project and the app. As far as invoice reminders, today that is a manual process inside Filevine. feedback that we've heard, but in order to go and send reminders to clients, you'll have to go through your billing sections and be able to see. You can set due dates for individual invoices, and we do flag those when those invoices are at or past their due date. So you'll be able to see and access that from advanced billing, but we don't right now have an automated reminder that goes out to clients around that. You are able to resend that invoice at any time through the menus inside a billing section or inside projects.

[00:44:43] Speaker 2: We did get another question just around invoices and partial payments. What would that look like? In the case of invoicing, when you do have a payment request link associated to the invoice and your client only does a partial payment, that invoice will be marked as partially paid, not fully paid. You can filter by those invoices and track down and keep track of which invoices have been fully paid versus which ones have not been fully paid just to be able to better manage that process.

[00:45:32] Speaker 1: I see a question here about generating one invoice for multiple projects. Right now, all invoices are generated on a per project basis, so you'd have to generate multiple invoices and stitch to combine to send to one client.

[00:46:05] Speaker 2: Chris asked about multiple trust accounts. Will this at all? Yes, yeah, we've tried to give you a lot of flexibility there. If you do happen to have multiple trust accounts, multiple operating accounts, you just need to add those accounts through that accounts page that we had showed earlier, and it'll keep track of all of those. And then as you're looking to request a payment, charge a card, associate with an invoice, anytime you have that option to select which account you want the funds to then be deposited into, it should show all of those accounts that you've created from within that accounts page. It gives you a lot of flexibility there.

[00:46:56] Speaker 1: Got a couple questions about balance carryovers into the next month. you are able to resend invoices with outstanding payments. So if there is a partial payment or an unpaid invoice, you can carry that unpaid balance over and continue to resend that invoice to your clients. You are also able to generate new invoices based off of your existing outstanding new time entries and expenses. The alternative option is you can void an invoice and update it and resend it, which will then kind of wipe it and return all of the billing items back towards the project. And then you can resend with any updates that are necessary for any changes if the client has carried over into the next month and passed the billing cycle.

[00:47:56] Speaker 2: We have another question just around Using the same payment request link, if a client just makes a partial payment, can they use that link again still? The answer is yes. They can just go back to that link. We won't let them pay more than was requested, but they could still cover and wrap up the initial amount that was requested. If they need to, they can use that same payment request link. Oh, Lori has another good question here around when you have invoices and you've got payments coming into project funds, making sure that those are automatically applying. There is a specific setting in billing, let me see if I can pull this up here, where you would set those details. So let me get this pulled up here and we can walk through this a little bit more. I'll try to zoom in just a bit, hopefully that's not too zoomed in. So going back, here I am again in the advanced section in Filevine. We have this separate section called Billing Setup. So this will be where a lot of the behind the scenes settings for the way you want to bill are gonna be found. So this is a quick overview before we jump into some of the other sections. We've got information on rates. I think Nicholas alluded to that earlier, setting those up by team member, setting up some default expenses. We've got more permissions around the invoice templates. I think some of you were asking about that, where you can have a default template, but then create any other kind of other types of invoicing templates that you need as a firm and have additional lead settings there, invoice generation, kind of any invoice approval processes. You've got a little bit more flexibility and granularity on controlling how that process should operate for you as a firm. And then the one specifically that was brought up when it comes to payments, we do have specific project payment settings as you can see here, where you can select, oh yeah, I want to go ahead and automatically apply newly created payments, apply those to finalize invoices, or I wanna automatically create payments from project funds that get entered in. And with the project funds piece, there's a little bit more optionality here where you can say, oh, you know, I want it when an invoice is finalized or when a money is added into project funds and there's a current positive balance or both. There's some flexibility there to be able to set up those settings and make sure that things are being applied or attached in the way that you're wanting them to.

[00:51:07] Speaker 1: I see a question here from Lindsey about rate schedules by dates. Unfortunately, that is not something we're able to support currently in Filevine. rate schedules are set at a project level, and all changes are made at that point. You can have multiple different rate schedules, but you would have to manually switch that over at the start of the new year, for example. I saw another question from Kathy around client file where you see leads build clients. You are able to, generally we recommend firms set a flag. We have tag systems inside Filevine. We would recommend creating a tag for that client so that when you open up projects with that client, that tag will be associated and you keep that tag on the project level. There is no indication right now on a client whether you're setting their leads required or not. as far as requiring something like billing codes that is required at the project, at your organization level, not at an individual client level. So you're not able to set, like we don't have any specific lead formatting at per client, but you can flag individual clients as lead builds and then entry those separately.

[00:52:51] Speaker 2: We've also had a lot of questions just around QBO and any kind of integrations there. And we do work with a couple of partners here at FileVine to spin up that connection, right, to integrate with QBO. So we do have the capabilities within FileVine where payments, invoices that you're making and creating in FileVine can be pushed to your QBO instance. And so you can have invoice details, payment details, get pushed there where you're doing most of your financial accounting and have that centralized place. Those are some different options. I think in this case or right now, I think best route would be utilize this QR code that we have sharing to connect to the representative. And then from there, we can get you connected with a few different partners that offer an integration. There's some differences there, but they can go into much more detail on what functionality they can offer and what might make the most sense for your firm when it comes to integrating with some of these third-party accounting softwares. We've got another question just around expense of the credit card, kind of fees. We do have transaction fees associated with credit cards. So with Visa MasterCard Discover, it is ... I'm not sure I'm saying this the right way ... Current fees for payment, so it's 2.94 and 20 cents for Visa MasterCard Discover. For American Express, since those do tend to be more costly transactions, it's 3.75% plus 20 cents, and then ACH payments are just a flat $2. Those expenses won't necessarily be tied back to the case, but as I showed before, within Filevine Payments, you can see the associated fees to payments, and then with that fee account set up, you can see how much of fees are coming out, be able to manage that and keep tabs of that right within Filevine Payments. And we're coming up just to the end. I don't know, Nicholas, if there's any more questions we want to try to answer now. I will say this, we definitely did not get to all of them. We'll do some follow-up. We'll be sending this recording out after it's all the attendees. We'll provide some more instructions, too, on how you can get in touch with us and how we can chat more with you and hopefully answer more of these questions as well. but we maybe have time for one more today.

[00:55:44] Speaker 1: I'll jump on one quick around leads billing, just another follow-up quick. I'll try to go through this real quickly here. As far as how you flag billing items need leads, we recommend using tags for that as they are the most flexible system here in Filevine. Under a project, you can add or edit a tag. It'll flag it as a lead project. And then inside your advanced billing, you'll be able to see and flag which ones need leads, or you can then filter by your tagged items. So you'll be able to then see all the items that you have flagged and built as leads projects. And you can then bulk select all of those items, generate them as invoices, and then have the invoices sent over, and each lead file is one large zip with multiple different invoices broken down inside of them.

[00:56:41] Speaker 2: Okay, I think with that, we're coming right to the end. We want to thank everyone for coming out today. Excited for all the questions. I know there's a lot of interest, a lot of feedback here. As we mentioned before, we're going to continually look to improve the billing, the time tracking, the payments experience, and make it just very streamlined, and make it easier for you as a firm to get paid when you need to and be able to manage and track everything that you can. So again, thanks all. I think with that we'll sign off and hope you all have a great rest of your day.