Billing History and Accounts Receivable (Collections) Report Follow
Billing History and Accounts Receivable (Collections Report)
The Law Ruler Billing History Report is versatile and was designed to give firms a detailed view of which invoices are open receivables, past due receivables, and which invoices have been paid. This report may be used in multiple ways, to show all billing on each case, or as an Accounts Receivable(A/R) or Collections Report that only shows money that is owed to the firm. Also, this report may be used to show the billing history of clients.
To access the report, click on the Reports menu in the left menu > click on Invoice Billing Report
⚠️ NOTE: This report does require administrative or reports access, so if you do not have that level of access and need it, then contact your firm administrator or IT department.
Billing History Report Options and Filters
After you are in the Billing History Report, you have several options to choose from to get the information that you need on your report.
Click the "Run Report" button to run the report based on your filters/options selected. If you would like to change the results, then press the "Cancel" button and it will allow you to change the filters/options and run the report again. Rinse and repeat as needed.
- Report Period - this dropdown filter will allow you to select a predefined date range or select "Custom" to enter a custom value for "Start Date" and "As of"
- Billing History Report use - to run a report to show all billing history, regardless of open balances, past due invoices, or fully/partially paid invoices, you will want to be mindful of the Start Date value which is dependent on the Invoice Date when each invoice was created. Only invoices created in the date range selected will be displayed in the report. For example, if you created an invoice in January 2020 and the Start Date is set to July 2021, then you will not see that particular invoice in the report results.
- Accounts Receivable/Collections Report use - to run an A/R, also known as a Collections/Aging Report, you will need to be mindful of both the Start Date and the As of dates, as well as the "Only Show Open Balances" filter. You must click the "Only Show Open Balances" filter to the "On" position to use this report as a Collections Report. This filter is "Off" and grayed out by default. A Collections report is a list of clients that have a balance greater than 0.00, thus they owe your firm money. The aging of each invoice (how long the invoice has been due) is shown in the "Aging" column of the report results.
- The "As of" field will display the current balance of each invoice as of the date selected. It is recommended to always leave the value of As of set to the current date.
- The "As of" field will display the current balance of each invoice as of the date selected. It is recommended to always leave the value of As of set to the current date.
- Only Show Open Balances - this filter is set to the "Off" position by default since a Billing History Report must show all invoice billing, whether paid, partially paid, or open. If you would like to use this report as an Accounts Receivable/Collections Report, then set this to the "On" position to only output open balance cases where your firm is owed money.
- Case Type - select from 1 or more practice areas to filter the report by case type. Default = All.
- Specific Case - search for 1 or more cases to filter the report by specific cases. Default = All.
- Billed Staff User - select 1 or more specific users to see their billing activity. Default = All.
- Case Billing Type - select 1 or more billing types to filter the report results. Default = All.
- Billing History Report use - to run a report to show all billing history, regardless of open balances, past due invoices, or fully/partially paid invoices, you will want to be mindful of the Start Date value which is dependent on the Invoice Date when each invoice was created. Only invoices created in the date range selected will be displayed in the report. For example, if you created an invoice in January 2020 and the Start Date is set to July 2021, then you will not see that particular invoice in the report results.
About the Billing History Report
The report results for the Billing History/Accounts Receivable Report will look similar to this screenshot (you may need to zoom in your web browser to see the individual columns):
The Billing History/Accounts Receivable Report contains all of these metrics and sort filters in each column to allow sorting A to Z (Ascending) or Z to A (Descending) by pressing the arrow icons:
- Invoice Date - the date that each invoice is created
- Due Date - the date that each invoice is due. Aging will begin accruing the day after an invoice is due. A Past Due invoice is an invoice that has exceeded the due date.
- Age - this is the number of calendar days that the open balance has exceeded the due date by.
- Invoice # this is the invoice number. This is a clickable link if you want to go right to the invoice.
- Case - this is the Case ID number. This is a clickable link if you want to go right to the case.
- Billed Staff User - this is the name of the billed staff user.
- Status - this is the current status of the invoice: Open, Paid, Past Due
- Amount - the total amount of the invoice.
- Payments - the total amount of any payments for the invoice.
- Balance - the open balance (net payments/credits) for the invoice.
- Case Total - the total balance for all invoices on the case.
NOTE: Clients with multiple cases show a total balance and appear bundled together in the report results.
Exporting the Billing History Report
Need to export a report? Law Ruler's Billing History Report includes an Export button that will use your on-screen/current report filters and export the results into Excel onto your device. To run an exported report, click the "Export" button after first running the report.
Automated Delivery of Billing/Accounts Receivable/Collections Reports
Need a 30-day A/R or Collections Report sent to you daily that shows a running balance for 7, 15, 30, 45, 60, 90+ days of invoices with an open balance? Law Ruler has you covered. There is no need to run the report daily if you want to get it delivered to your email inbox automatically each day, week, or month. You could also automate a Billing History Report for a running date range.
💡 Scheduled reports always have an exported Excel version of the report attached to the email delivery.
To begin creating a scheduled report, select your report options/filters, and then click "Run Report" to preview the results. For example, select a Start Date that goes back 45 days and an As Of Date of today's current date. Then, click "Schedule Report" and select daily, weekly, or monthly as shown below.
This setting would be what is needed to create a running 45-day collections report that would be set to deliver to you daily and always show you a running balance for all invoices with an open balance from the past 45 days. Scheduling a report with these parameters will automatically adjust the Start Date and As Of Date based on each day that the report is run to respect the 45-day range that was set.
Scheduled Report Options:
- Schedule Name - name this report, for example, 45-Day A/R Report, or 45-Day Collection's Report, or any name of your choosing. This name will appear in the email subject line of the report delivery.
- Schedule Frequency - choose from daily, weekly, monthly, or biweekly.
- Sending Time - this is the time of day when the report will be delivered to you. It is best practice to set this to either late in the day or the start of your day, but you may decide.
- Recipients - select from any active users in your system for report delivery. If you need to add a recipient that is not a user, then type their email address in, and then press the comma or enter key.
Support/Assistance
If you need further assistance, then please contact Law Ruler Support to assist you further.
🤗 Thank you very much for choosing Law Ruler!