Client Invoicing
What are Billing Groups and how do I use them?
There may be situations where you will need to categorize or filter matters for billing purposes that we do not have default data fields for. In these instances, you can make use of "Billing Groups" to establish custom filters when generating ...
How do I Apply a Retainer to a Split Billing Matter?
When using split billing, CARET Legal will create sub-matters, or child matters, for each party that is responsible for a percentage of the billed amount. The parent matter will display all the associated information for that matter, however the AR ...
How do Vendor Bills show on my General Ledger?
Vendor Bills are a great way of tracking what the firm owes to vendors. These Vendor Bills can be entered as firm expenses to be paid later, and can be assigned to matters for the purpose of creating billable expenses. Vendor Bills hit multiple ...
How Do I Set Up Primary Clients and Billing Contacts When Configuring Bulk Billing?
The last step in setting up your firm's Bulk Billing after configuring the DNS and Firm Settings is setting up your Primary Clients and Billing Contacts. On the Primary Client's contact card, ensure that a valid email is selected as the Billing ...
How Do I Use LEDES Task Code Budgeting in Zola Suite?
When working with LEDES files in Zola Suite, there is a simple way to keep tabs on Task Budgets so you can calculate the sum of total activity by Activity Codes. Follow the steps below! First, be sure to go to the Options tab within the matter where ...
How Do I Generate an Amount for Trust Replenishment on a Client’s Invoice?
If your firm requires that clients maintain a specific trust balance, the "Required Trust Balance" can be configured to incorporate that number into the client’s invoice balance. Under the Matter Options tab, you will find the "Required Trust ...
How to Charge Interest on Overdue Bills?
Occasionally, you may have clients who have overdue invoices. If you wish to charge them interest, or a late fee/penalty, you now have that option in Zola Suite. Before Interest charges can be generated, you must first enable this setting under Firm ...
How Do I Apply Trusts Funds to Multiple Invoices at a Time?
If you are looking to apply trust funds to more than one open invoice at a time, you can use the batch application of trust funds feature in Zola Suite. This feature allows you to choose a source account, where the funds are coming from, transfer the ...
How do I pay multiple invoices for different clients at the same time?
In Zola Suite, you have the ability to pay multiple invoices at once with a single payment method using our Apply Direct Payment Module. If the payment is coming from a third party, and not the client themselves, you may need to pay invoices for ...
How do I send reminders to clients that have outstanding balances?
Inevitably you will find that you have clients with past due balances that may need a gentle reminder of what they owe you. If you are still working on their matter, this outstanding balance can be displayed on their recent invoices by enabling ...
How Do I Undo a Write-Off?
If you have previously written off the remaining balance of an invoice, but end up receiving payment for it, you can easily undo the write-off. Undoing the write-off will bring the balance back to the invoice, and increase your Accounts Receivable ...
Can my clients pay their invoices online?
Zola Suite invoices can be paid with a credit card online through our integration with APX. In addition to securely sharing invoices via Caseway, you can also send your clients a link through email or our Bulk Billing Center that will allow ...
What is Split Billing and How Do I Use It?
Split Billing allows you to divide the invoiced amount for services and expenses on a singular matter between multiple parties. First, make sure Split Billing is enabled on the Matter-Level. This can be done when you are creating the matter under ...
How Do I Send One Invoice to a Client With Multiple Matters?
Have your clients asked you if you can send them one invoice for all of their Matters? With the consolidated billing feature, you will be able to send your client 1 invoice for all Matters. This invoice will be broken down by Matter so they can see ...
How Do I Write-off an Invoice?
What do you do when you know that a client is not able to pay an invoice and you have to write it off as a loss? Zola Suite's new Write-off feature will enable you to write-off this debt and track it as a loss. You will no longer need to provide a ...
How Do I Set up Invoice Administrative Fees/Auto Charge a Percentage of Fees?
If your firm needs to automatically invoice certain clients for disbursements based on a percentage rate of fees, Zola Suite features an “Administrative Fee” option to facilitate that. This option can be enabled by default under Firm Settings and ...
How Do I Create Soft Cost Expenses?
There are a few ways of recording soft costs in Zola Suite: Quick Add menu and select New Expense (Soft Cost) Inside of the Time/Expenses tab of the Matter and click on the plus sign Inside of the main Time section, click on the expenses tab and then ...
How Do I Print the Statement of Account for a Client?
If you have one client with multiple Matters or would like to send your client a listing of everything they owe from each invoice they have, you can print and send them their Statement of Account! Go to the Accounting Section Click on the Reports ...
How Do I Create Expenses?
Within Zola Suite, there are 2 types of expenses, hard and soft costs. They will both be created and used differently. If you choose to make these expenses billable, you can invoice them. There are multiple ways to enter in Hard Costs and Soft Costs ...
How Do I Create Hard Cost Expenses?
Hard Costs within Zola Suite are going to be recorded in the New Check modal. There are a few ways of getting to this: Quick Add menu and select New Check (Hard Cost) Inside of the Time/Expenses tab of the Matter and click on the plus sign Inside of ...
How do I apply a partial payment to an invoice?
If a client will be paying invoices in installments or give you one large amount for multiple invoices, you may need to apply a partial payment. To do so: Select from either the Quick Add or in the Accounting Section, 'Apply Direct Payment' Fill out ...
How Do I Delete Invoices?
Deleting an Invoice will depend on what status the invoice is currently in and the result of deletion will depend on how exactly you created the invoice. Invoice Status: An invoice can be in Draft, Submit For Approval, Approved/Not Paid, Partially ...
How Do I Set Up My Initials for Invoices?
If you notice that the 'By' column on invoices is blank, then that means you have not set up your initials. Each user at the firm will want to fill these in to avoid confusion. Go to your My Settings Under User Profile, fill in the initials field ...
How do I share invoices to Quickbooks Online?
Do you use Quickbooks Online as your Primary Accounting program? If you wish to continue using Quickbooks Online to manage your Billing, but wish to use Zola Suite for Practice Management, you can generate bills for Time and Expenses then share them ...
How Do I Set Up Bulk Billing?
When you are ready to start using batch invoicing , first please contact support to enable the ability on your Zola Suite account. Once that is complete, you will need to verify your domain. To do so please follow these steps: Go To Your DNS Provider ...
How Do I Create Time Entries with ABA Codes?
Before you start using UTBMS codes, make sure they are enabled. When creating a Time Entry, select the Work Category drop-down and ...
How Do I Use Bulk Billing?
Before you continue make sure that the bulk billing setup has been completed. Please make sure that the billing preference for both the primary client's contact and the Matter option is set to Email PDF Matter: Contact: Go to the Accounting section ...
How Do I Invoice Hard and Soft Costs For a Flat Fee Matter?
In general invoices for a flat fee matter will come from a blank invoice with a service for the flat fee. However, if you are looking to also add soft and hard cost expenses to the invoice as well you will need to create the invoice from unbilled ...
How to Integrate Quickbooks Online with Zola Suite?
With the Zola Suite and QuickBooks integration you can have your approved Zola Suite invoices forwarded over to your QuickBooks Online account. This will eliminate any need to re-enter billing information into QuickBooks, making you much more ...
How Do I Share Invoices With My Clients Through Zola Suite?
There are 2 ways that you can share invoices within Zola Suite: Send the invoice as an Email attachment or "Share via Caseway" To get started: Go to "Invoice & Payments" tab in the Accounting section Click on the More Actions button of the individual ...
How Do I Add Interest to My Invoices?
See: How to Charge Interest on Overdue Bills?
How do I have Retainers Automatically get Applied to Open Invoices?
With the Apply Trust Funds (Batch) option you are able to apply retainers from multiple Matters all at once. If Pre-Bill is active make sure that all invoices are approved and finalized before starting. Payments can only be applied to Approved ...
Can I Apply a Retainer in One Matter to an Invoice in Another Matter As Payment?
If you have a client with multiple Matters and have a Trust Retainer in one Matter, but wish to apply it as a payment to an invoice for another Matter, you can do so by following the steps below: Remove the amount you would like to apply from the ...
Can I Set a Default Due Date for Invoices?
If you have a standard amount of time that all of your invoices need to be paid by, you can set that up within Zola Suite for all invoices. This can also be changed on an invoices basis for edge cases. To set up a default due date: Due dates for ...
Can I apply a Retainer with a Trust Check?
In Zola Suite, you can pay Invoices with a retainer two ways. The first way is by using our Apply Retainer option. When applying a retainer to an invoice, the transfer from your Trust Account to the Operating Account must be done electronically. ...
In What Order Are Payments Applied to Invoice Line Items?
When applying a partial payment to an invoice Zola Suite will automatically consider the payment towards the expenses of the invoice then the earliest dated line item. By doing this the firm's short term revenue (taxable income) would be lower than ...
Can a Client Make a Partial Payment Through Caseway?
Clients can submit a partial payment through our Online client portal, Caseway. To do this, you will need to share the invoice with them via Caseway. Once they have logged in, they can choose the amount they wish to pay. At this time, clients can ...
Can a Client Pay a Retainer Through Caseway?
At this time, clients can only submit direct payments to existing invoices through our client portal, Caseway. We do not recommend invoicing retainer fees because this will affect your P&L. You can always send a document reflecting the need for a ...
How Do I Refund a Retainer?
If you have leftover funds within a client's matter or if they overpaid, you can refund their retainers. Operating retainers can be done within the Invoices and Payments section by clicking on the +, while Trust retainers must be refunded by creating ...
How do I record one check into separate retainer accounts?
There are times where a client will submit one check for a trust and operating retainer and the firm is unable to get 2 separate checks. The firm would deposit the check in the trust bank account and then either transfer or write a check for the ...
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