Lesson #120
Setup – Billing Sets function
Group service items into sets to speed up billable services selection because you only have to choose the set, not each of the items individually.
A Billing Set is a predetermined group of service items that are typically billed together. By configuring these sets, you can add service items en masse to an invoice to streamline the billing process. This eliminates the need to add service items one-by-one, as well as reduces the possibility of overlooking any service items when billing.
There is no limit to the number of service items you can add to a set, and it’s not a requirement to bill for each service item in a set. The purpose of a Billing Set is to select multiple service items to add at once to an invoice from a concise selection pool, rather than having to scroll through your entire service item list to pick each one individually.
Create as many sets as you need
Set up multiple Billing Sets to further streamline your billing process because you can group service items based on what the job is asking for, and you won’t have to deal with service items you may not need. For example, you can make a Billing Set for standard court reporting jobs, one for video depositions, and another one for video conferences. This way, you can pull up the set that’s specifically tailored to your job type and not have to deal with any unnecessary service items.
Other common Billing Sets you might want would be a list of services commonly included when clients order an O&1 package, and another set for copy clients. You can have as many Billing Sets as you like and choose one to be the default option when generating invoices. You can include descriptions and other notes in your Billing Sets to help you keep them organized.
Add all related services to a set
You can add any of your service items to a Billing Set and set a default number of units for each service item. Put all of the possible service items that could apply to a particular set in the set because it is easier to uncheck the ones you don’t need for a specific order so they are not added to the invoice at that time, than it is to not have enough service items in the Billing Set and have to add service items to an order one at a time. Even adding just one or two service items to an invoice individually will slow you down.
For example, include all of your delivery options in your O&1 Billing Set. Then simply uncheck the ones you won’t be using for a particular order when generating its invoice.
Using Billing Sets at Turn In
When adding services to invoices in Turn In, use the Prefill Service option to access your Billing Sets. It will also show any of the contact’s/firm’s Preferred Services, so you can select all the ordered services and update the number of units ordered for each service in one screen. Once you have added billable services to an invoice, you can edit each service item as needed and arrange their order of appearance on the invoice.
If you have RB Connect, you can give your resources access to any of your Billing Sets so they can also save time during Turn In by adding multiple service items at a time, instead of one by one.
Manage sets
You can update any information in a Billing Set at any time or delete it if you don’t need it. The default view of Billing Sets lists all of your sets and shows which is the default and which ones are accessible to your resources through RB Connect. If your list is too long to easily find a particular set, 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) or search for the Billing Set by name.
You can export your Billing Set list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications You can also sort and export an individual Billing Set’s list of service items.
TL;DR: Instead of adding service items one at a time to invoices, set up groups of related services so you can add multiple items at once.
RB concepts in this lesson
Contact: Person who works for a firm you do business with, such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.
Firm: Company you do business with. They schedule depositions with you, e.g., a law firm, or they are a third party that pays you, e.g., an insurance company.
RB Connect: Online repository, calendar, and access to your office for clients and resources. More >
Resource: Person or thing that provides your business with a service, such as reporters.
