Lesson #39
Inquiry – Client Activity function
Look up a single client’s invoices using filters to focus your search so you can, for example, search the client’s invoices by case to come up with a settlement amount for a particular case in seconds, no matter how long the case has been going on.
And if the client requests a copy of all the invoices for that case, you can email them all of those invoices as a single PDF file with the click of a button.
Finding invoices
You can find invoices for a firm that scheduled the jobs billed or the firm responsible for paying the invoices (since they are not always the same firm). You can find invoices for a firm’s parent company, not just the individual firm if they are part of a larger organization. You can find invoices for all of the contacts at the firm, or a specific contact.
You can further refine your results by filtering for the date or date range of the invoice(s), the job(s), or when the invoice(s) posted in RB. You can find a firm’s invoices for all jobs, or a single case. And you can find firms invoices billed by all, some, or a single business unit of your company.
The search results include all of the search categories ( except the post date) plus invoice number and amount, balance, payment date, job number, and date voided. You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order).
You can export the results to save, share, use in other applications, or print as a report.
Email multiple invoices as single PDF
You can view all invoices, or only paid or unpaid invoices, which is handy when you are looking for a client’s outstanding invoices. If viewing unpaid invoices, you can email a single PDF of the invoices with “Past Due” automatically stamped on them.
If you don’t use any of the search filters, RB will list all of the selected client’s financial activity with your company.
If you don’t want to send all the invoices listed in your search results, you can select only the ones you want to include in the compiled PDF. You can also include other attachments with the email if desired. When you send invoices from Client Activity, RB logs the event in the invoice’s Notes Log.
You can view any invoice’s details from the search results and see the same level of detail as in Invoice Inquiry.
Embedded in Aged A/R report
While you can access Client Activity from the main menu in RB, you can also access individual client’s activity directly from the interactive Aged A/R report in Receivables, saving you time when working on collections or just looking for answers about the client’s outstanding invoice amounts displayed in the Aged A/R report.
TL;DR: One use of Client Activity is to generate a settlement amount for a particular case in seconds, no matter how long the case has been going on. Plus you can send the client a single PDF of their related invoices.
RB concepts in this lesson
Bill To Firm: Firm responsible for paying the invoice for a job.
Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.
Contact: Person who works for a firm you do business with.
Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >
Notes Log: Un-editable internal-use only notes entered either by a user or automatically by RB appear in chronological logs in the database record where they occurred, such as a case, job, invoice, or entity. More >
Parent Firm: Headquarters of a multi-branch corporation.
Sold To Firm: Firm responsible for a job with your company.
