Billing Reports

When adding columns and criteria to a report, the following options are available in the Project Billing category:

A Billing Items report is used to look at individual line items, like time entries, expenses, and flat fee items.

A Billing Items report is useful when an attorney wants to identify all expenses for a particular project, even those on past invoices, or look at the distribution of billing codes across all time entries.

The default columns for a Billing Items report are:

Additional columns, including columns for different types of billing codes, can also be added to the report. These are not included by default.

The Billing Items 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 Billing Items report can also be used as replacement codes in DocGen and invoice templates.

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:

The Transactions report contains one row for each payment record and is mostly used to track information about transactions, like total, applied versus unapplied, reference numbers, date, and method.

The default report columns for Payments reports are: 

• Project Name
• Date
• Total
• Unapplied Amount
• Method
• Description
• Transaction Is Void
• Created By Full Name
• Link
• Transaction Type

In some situations, a single payment may be applied to multiple invoices, or a single invoice may be paid off by multiple payments. The Invoice-Transaction Application report helps track these instances, allowing you to attribute a certain amount of incoming money to specific individuals. The Invoice-Transaction Application Report outputs one row per payment-invoice combination.

The default report columns for the Invoice-Transaction Application Report are:

• Org name
• Project name
• Payment date
• Total amount of payment
• Payment voided
• Transaction description
• Payment method
• Payment application date
• Amount applied to invoice
• Invoice number
• Invoice date
• Invoice voided
• Applied by username

The Project Funds Entries report lists all of the credits and debits connected with Project Funds across the Org (i.e. for trust reconciliation).

The default columns for the Project Funds Entries Report are:

• Project Name
• Date
• Source/Method
• Reference Number
• Is Voided
• Transaction Type
• Project Fund Amount

Filevine invoices can include three types of billing items: time entries, expenses, and flat fees. Payment attribution is calculated and distributed across these three billing item types, with time entries distributed to the associated timekeeper.

In the sample report below, the Attributed To column contains two timekeepers, along with an aggregated row each for expenses and flat fees.

Note

When an invoice balance is written off, the payment amount is attributed to the Write Off row instead of the timekeeper(s) or billing item(s) on the invoice. Continue reading about the remaining two columns to learn more.

The Invoice Billed Amount column displays the total amount invoiced for each timekeeper and billing item type in the selected date range. In most cases, this amount represents the exact amount billed for each timekeeper and billing item.

However, for invoices with negative flat fees—applying a discount or credit—the billed amount is calculated as follows at the invoice level:

• Time Entries: negative flat fee amount is proportionally deducted from the combination of time entries and positive flat fees.
• Flat Fees: as previously stated, negative flat fee amount is proportionally deducted from positive flat fees and time entries. Additionally, if there are no positive flat fees on the invoice, there will be no Flat Fees line item for that particular invoice.
• Expenses: negative flat fees do not impact the billed amount for expense entries. In other words, expenses are never discounted.

To illustrate, let’s take a look at the following sample invoice.

The Invoice Billed Amounts for this particular invoice will be as follows:

• Expenses: $50
       ➤ Expenses are never discounted.
• Flat Fees: $0
       ➤ There is a negative flat fee, but no positive flat fees.
• Mark S: $180
       ➤ The -$30 flat fee represents a 10% discount, which is applied proportionally to each timekeeper.
• Irving B: $90
       ➤ Again, the 10% discount is applied proportionally to each timekeeper.

Mark’s billed amount represents 66.67% of the total non-expense billed amount. Irving’s represents 33.33% of that total amount. These proportions will be important when calculating the Attributed Amount.

Note

When an invoice balance is written off, the billed amounts are still credited to the respective timekeeper or billing item. For that reason, the billed amount for Write Off is always $0.00.

When a payment transaction is applied to an invoice, expenses are always paid first. The remaining payment amount is paid proportionally across the time entries and positive flat fees.

Let’s say that the client paid $160 toward the sample invoice discussed in the previous section. That payment will be attributed as follows:

• Expenses: $50
       ➤ Expenses are always paid first.
• Flat Fees: $0
       ➤ There were no positive flat fees on the invoice.
• Mark S: $73.33
       ➤ 66.67% of the remaining payment is attributed to Mark, in proportion to his billed amount.
• Irving B: $36.67
       ➤ 33.33% of the remaining payment is attributed to Irving, in proportion to his billed amount.

A few weeks later, the client paid off the invoice with another $160 transaction. That payment will be attributed as follows:

• Expenses: $0
       ➤ Expenses were fully paid in the previous transaction.
• Flat Fees: $0
       ➤ There were no positive flat fees on the invoice.
• Mark S: $106.67
       ➤ 66.67% of the remaining payment is attributed to Mark, in proportion to his billed amount.
• Irving B: $53.33
       ➤ 33.33% of the remaining payment is attributed to Irving, in proportion to his billed amount.

Note

When an invoice balance is written off, the entire write-off amount is attributed to the Write Off row in the report.