In this video we will walk through how to review, manage, and edit pre-bills.
Manage Pre-Bills
To begin managing pre-bills, navigate to the Pre-Billed page from the left sidebar. This page serves as the central hub for viewing all existing pre-bills and allows you to:
Update their statuses
Make edits
Generate invoices
Send them to clients
Delete pre-bills when necessary
Pre-Bill Status
Status Types
The Status column indicates the current stage of each pre-bill in the billing process:
Preparing: Initial status where the billing team performs a preliminary check for errors.
In Review: After the preliminary check, the pre-bill is moved to this status for further review by the designated review team. The reviewers will receive an automated email with a direct link to the pre-bill assigned for their review.
Approved: Once reviewed and approved, the pre-bill can be converted into an invoice.
Updating from Preparing to In Review
To update the status of a pre-bill from Preparing to In Review:
Navigate to the Pre-Billed page from the left-hand menu.
Check the checkbox to the left of a pre-bill to select it.
Click the Bulk Action button.
Use the dropdown menu to select Ready for Review.
Click Yes, move pre-bills in in review.
Updating from In Review to Approved or Rejected
To update the status of a pre-bill from In Review to Approved or Rejected:
Navigate to the Pre-Billed page from the left-hand menu.
Check the checkbox to the left of a pre-bill to select it.
Click the Bulk Action button.
Use the dropdown menu to select Approve Pre-Bills or Reject Pre-Bills.
Click Yes, approve/reject pre-bills.
Edit a Pre-Bill
To edit a pre-bill:
Navigate to the Pre-Billed page from the left-hand menu.
Click the pencil icon to the right of the pre-bill.
Pre-Bill Overview
For matter-based billing, each bill includes only one matter.
For client-based billing, multiple matters are displayed on one invoice, separated by a blue header bar.
On the right side of the page, you will see all pre-bills assigned to you for review. As pre-bills are approved, their status will update accordingly.
Inside the pre-bill, several action buttons are available at the top:
Pencil Icon: Update the pre-bill number, which will carry forward to the final invoice number.
Comments: Leave internal notes for other reviewers or billing staff. These comments are stored electronically and do not appear on the client’s invoice.
Reviewers: View and add current reviewers assigned to the pre-bill.
Approve: This moves the pre-bill to Approved status.
Discount: Apply an overall discount to the entire bill, which is shared proportionally across all timekeepers.
Print Preview: View how the final invoice will appear to the client.
Billing Information
The Billing Information section displays key details such as:
Bill recipient
“Bill from" name and location
Recent payments from the client
Last invoice sent
Unallocated payments
None of these items appear on the invoice itself.
In the Billing Information and Matter Details sections of a pre-bill, you can make several adjustments:
Invoice Date: Default is the date the pre-bill was generated, but it can be updated.
Term Days: Adjusting this updates the invoice due date.
Unallocated Funds: Apply available funds to the invoice by switching the dropdown from No to Yes.
Trust Funds: Automatically creates and posts the trust withdrawal once the invoice is finalized.
Move Fund
You can move unallocated funds to another matter under the same client by selecting the Assign Funds option.
Fees and Expenses
The Fees section lists all time entries included on the pre-bill. The Expenses section lists all expense entries included on the pre-bill. You can customize the displayed information by selecting Settings.
To make bulk edits to multiple entries:
Check the checkboxes to select the desired time entries.
Click the Bulk Action menu.
Mark entries as billable or non-billable
Update date, timekeeper, task, description, or bill rate
Edit Actual and Adjusted hours
Remove entries from the pre-bill
Discounts on Time Entries
To discount a single time entry, click the Apply Discount icon and choose between percentage or amount. Then enter the discount amount and add a note, which will appear on the client's invoice.
Optional Additional Features
Private Notes: Add internal comments that will not appear on the client’s invoice.
Customer Memo: Add notes that will appear on the client’s invoice, such as greetings or claim numbers.
Billing Statement: Include a billing statement with the invoice, specifying transaction order and statement type.
Once all adjustments and reviews are complete, the pre-bill can be finalized and sent to the client.
Edit Time Entry In a Pre-Bill
To make edits to a pre-bill in a time entry:
Navigate to the Pre-Billed page from the left-hand menu.
Click on the pre-bill number to open it.
Select the three dots icon to the right of the Fee under the Matter Details.
Select Edit Time Entry from the dropdown menu.
Edit the details.
Note: Changing the Rate here only affects the pre-bill and does not update the matter's rate.
To write off a time entry so it does not show on the invoice but will be cleared from the matter when the pre-bill is finalized:
Navigate to the Pre-Billed page from the left-hand menu.
Click on the pre-bill number to open it.
Select the three dots icon to the right of the Fee under the Matter Details.
Select Edit Time Entry from the dropdown menu.
Update the fields.
Set Billable to No.
Set Show on Bill to No.
Change the Adjusted Hours to 0.
Click Save.
Pre-Bill Settings
To make a one-off change for a particular prebill:
Navigate to the Pre-Billed page from the left-hand menu.
Select the pre-bill number to open it.
Click the Settings button.
Update the settings.
Line Item Settings allow you to choose which columns appear on the client's invoice.
PDF Summary Settings allow you to check items to appear in the bill's summary section.
Private Notes allows you to add comments that will appear only on printed pre-bills but not on the client's invoice.
Customer Memo allows you to add notes that appear on the client's invoice.
Billing Statement allows you to add a billing statement, which will be placed first before the current invoice.