Filevine Billing can be reported on just like any other part of Filevine. Billing features open up new reporting columns and criteria as well as three new report types: Customized Billing Items, Invoices, and Payments reports. This article discusses columns, criteria, and how these reports can be used.
General Columns and Criteria
Billing includes columns and criteria that can be used in any type of billing report as well as in List of Projects and List of Collection Items reports. These new columns and criteria can help you determine what the status of a case is, and can give you a fuller breadth of information when reporting on projects or collection items.
Any Org with Billing enabled has these reporting columns available for List of Projects, List of Collection Items, and billing reports:
Any Org with Billing enabled will also have additional criteria available for List of Projects and List of Collection Items reports, as well as any billing reports. These criteria are listed under Project Billing in the criteria dropdown:
The three new report types can be viewed in the Select Report tab of the Report Builder:
Customized Billing Items
A Customized Billing Items report is used to look at individual line items, like time entries, expenses, and flat fee items.
A Customized Billing Items report is useful when an attorney wants to see how many hours they’ve billed that day, or whenever a user wants to view line items limited by criteria like user, time period, or project. This type of report can show you how many time entries were made with a certain billing code this week, for example, or how many time entries were billed at a specific rate.
The default columns for a Billing Items report are:
- User Full Name
- Project Name
- Original Quantity
- Is Billable
- Is Chargeable
- Item Type
- Original Total
- Final Total
- Invoice Link
- Invoice Number
The Customized Billing Report also includes options for including deleted billing items and time entries with Draft status. These options are available on the Set Up Columns page of the Report Builder, under Show More Columns.
Items on the Customized Billing Items report can also be used as replacement codes in DocGen and invoice templates. Additionally, some existing billing replacement codes have been updated. Read the following section to learn more about billing replacement codes.
Invoices reports are based on invoices, rather than focusing on individual line items like Billing Items reports. Invoices reports provide information like the totals and statuses of invoices and are useful for viewing information on all invoices for a project or for an Org.
The default reporting columns for Invoice reports are:
- Project Name
- Invoice Number
- Invoice Date
- Due Date
- Invoice Doc Link
- Days Overdue
- Total Paid
- Total Expenses
- Total Time
- Total Flat Fee
- Sent Date
- Start Date
- End Date
The Link column provides a link that will take you directly to the invoice, where you can edit and send as you would in an invoice normally. The Project Name column is also a link that can take you to the project.
The third billing report is a Payments report. This report type is mostly used to track information about payments, like total, applied versus unapplied, reference numbers, date, and source.
The default report columns for Payments reports are:
- Project Name
- Unapplied Amount
- Reference Number
- Payment Is Void
- Created By Full Name
Billing Replacement Codes
Report capabilities for billing items also include replacement codes (or mergefield codes), which can be used in Filevine’s DocGen and invoice templates. Updated codes and new codes can be found, as usual, in the field list.
The field list can be accessed by clicking on the Field List For This Section in the Create New Widget Template window, or by clicking the Field List button in the Doc Generation Setup Advanced tool or on the Available Merge Fields link in the Billing Setup Invoice tab.
Updated Replacement Codes
The codes in the following table have been updated from existing replacement codes. The new codes will map to the same data, but the names for the codes have been changed.
Former Mergefield Name
Updated Mergefield Name
New Replacement Codes
New replacement codes have also been added:
- billingitemincrementedquantity: this code refers to the quantity of time rounded up to the nearest time increment, if minimum time increments have been applied
- incrementedBillingItemTotal: this code refers to the total amount rounded up to the nearest time increment, if minimum time increments have been applied
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