Payment Plans in Prima.Law

How to use payment plans in Prima.Law.

Many times, you have a client who needs to pay your retainer, but can only make “payments.” While this is not always the case, when you have an client who requires a payment plan, you can easily track those AND compare the numbers against the funds that you have already earned. This can be considered, trust accounting with the added complexity of the retainer only being paid in payments.

Step-by-Step Guide

  • 1. Setting Up a Payment Plan
    • Start a Payment Plan: Navigate to the client’s case and click on “New Payment Plan.”
    • Select Payer: Choose who is paying (client, parent, or related contact).
    • Specify Case: Select the case the payment plan is for.
  • 2. Defining Payment Terms
    • Total Payment: Enter the total payment amount for the case (e.g., $4,000 for a waiver).
    • Down Payment: Specify the down payment (e.g., 50%).
    • Payment Schedule: Set the frequency of payments (e.g., monthly, every 3 weeks, every 2 weeks, weekly).
    • Review Payment Table: The system generates a table showing the payment schedule, including due dates and amounts.
  • 3. Setting Terms and Conditions
    • Customize Terms: In the administrator panel, go to “Billing and Default Settings” to define default terms and conditions.
    • Promissory Note Language: Ensure the terms include a promissory note stating the responsibility to pay regardless of the case outcome.
  • 4. Enabling Autopay
    • Credit Card Information: If the client opts for autopay, select the business or trust account and enter their credit card details.
    • E-Check and Cash: For e-checks, you can set autopay. For cash payments, autopay is not available; clients must pay manually.
  • 5. Finalizing the Payment Plan
    • Generate Document: The system generates a payment plan document for the client to sign.
    • Record Payments: As the client makes payments, record each one in the system.
  • 6. Handling Multiple Payment Plans
    • Add Additional Plans: If needed, you can create additional payment plans for the same client.
    • Manage Invoices: Payment plan invoices are separate from regular invoices for work done. Manage them under the “Payment Plans” section.
  • 7. Creating Regular Invoices
    • Generate Invoice: To create a new invoice, enter the expense or time entry details.
    • Approve Invoice: Submit the invoice for approval or approve it directly if you have admin access.
    • Send Payment Link: Send a payment link to the client or download the invoice as a PDF.
    • Record Payment: Record any payments received, specifying the payment method.
  • 8. Monitoring Billing Activities
    • Billing Dashboard: Use the billing dashboard to view all billing activities, transactions, invoices, and payment plans.
    • Filter and Monitor: Filter by time or status (e.g., pending approval, unpaid) to monitor client billing status regularly.
  • 9. Setting Default Rates and Generating Reports
    • Default Rates: In the administrator panel, set default hourly rates for attorneys and paralegals.
    • Generate Reports: Print client ledgers, trust ledgers, or account ledgers to track financial details. Check the Article

The billing and payment plan features in Prima.Law streamline client payment management, making it easy to set up payment plans, create invoices, and monitor billing activities. By following these steps, you can effectively manage client payments and keep track of billing status within Prima.Law.

Last updated byDavid