Practice CS Billing & AR

Amy McCartyEducation Services

Objectives

• Learn how to setup and process recurring bills• Learn how to do on the fly bills for non-

recurring bills• Tips and tricks for billing• Understand how to efficiently enter receipts

and run reports related to payments

Tips

• Keep one process to handle billing of monthly/quarterly recurring and one process for non-recurring billing

• Keep a Task on your projects for billing to ensure it is done! – For anything not on ACH

• Have email addresses on your Billing Contacts to deliver them electronically

• Put Logo on Invoice and Statements – make them look good!

Setup: Recurring

Recurring bills are based on engagements, there are 2 methodologies for how to setup the engagements:1. Have 1 engagement and tie that engagement

to all projects to have one price that covers all projects

2. Have separate engagements and split the recurring bill amount among the separate services offered

Setup: Recurring

Recurring bills should used one of the following methods:• Progress– Use if billing at the beginning of the month for work that is

not yet done• Fixed Time & Expenses– Use if billing for work that already has been finished and

expenses are included in the monthly fee• Fixed Time & Expenses at Standard– Use if billing for work that already has been finished and

expenses are not included in the monthly fee

Process: Recurring

1. Go to Actions > Billing2. Click on the Generate Recurring Bills tab3. Select the clients you wish to bill4. Click Generate Selected5. Go to File > Print Invoices & Statements6. Bulk deliver invoices

Setup: Non-Recurring

Setup your BillingUser Preferences

Process: Non-Recurring

1. Actions > Billing2. On the Bill Clients tab select all clients you wish to bill3. Click Detail Bill Selected

a. Always use Detail Bill Selected because you get all options

4. Enter billing information either on Summary or Time & Expense tab

5. Make any necessary changes on the Compose tab6. Click Save7. Repeat steps 4-6 for all clients you are billing8. File > Print Invoices & Statements, select all, and output to

email

Other Setup OptionsSetup > Firm > Preferences• Approval/Posting process: Required for Billing

– Not recommended as it creates an additional step in the billing process

Setup > Firm > Billing and A/R• Automatically Relieve Nonbillable WIP

– You should not have nonbillable but if you do mark this• Enable printing invoices to NetClient CS

– We did not have good success with this• Number of days until invoice is due

– Used for service charges and due date on invoice• Asses Service Charges – set this up if you do• Enable ACH processing/credit card processing

– Only if you want to use Intercept

A/R Options

Setup > User Preferences

Reports

• Receipt and Adjustment Journal grouped by Type

• Collection Summary• Practice CS Library

Questions?

Objectives

• Learn how to setup and process recurring bills• Learn how to do on the fly bills for non-

recurring bills• Tips and tricks for billing• Understand how to efficiently enter receipts

and run reports related to payments

Resources on ngaf.com

Resources by Product > Practice CS• Practice CS Billing ProcessLetters, Forms and Tools > Practice CS Tools• Flat Fee Invoice• Hourly Invoice – Email• StatementWebinar Archive > Practice CS• Billing Process

Thank you for attending!

(email coaching@rootworks.com for any needed assistance with Practice CS)