The Billing Settings are broken down into five (5) sections: Billing Codes, Closing Date, Invoice Template, Posting Invoice and Specify Trust Replenishment. These settings are defaults and may be adjusted on a per Client or Matter basis.
Billing Code Settings
The Time Sheet uses the settings defined here to determine what billing codes are applicable for the given situation. Centerbase supports up to two codes for time entry, giving flexibility for firms that do LEDES billing. Setting the class for primary and secondary codes filters the drop-down list in the Time Sheet to only billing codes of the selected class. The Class setting refers to the field on the Billing Code record that should be managed on a per code basis. The Label shows in the Time Sheet next to its code drop-down menu. In this case, we are only showing one code and the label is Code.
Default Time and Expense codes may also be set from this section. If the firm plans on allowing their users to write-down billing entries as they are entered, then the checkbox for Show Billable Hours should be checked. This provides one hourly entry box for Actual Hours worked and an additional entry box for Billable Hours worked. When this setting is turned on, Centerbase will use the Billable hours for invoicing.
Like many accounting systems, Centerbase offers the option to set a closing date for the entire system. When this date is set, financial records dating before the Closing Date are locked down from editing. Many reports used to pay attorneys, like the Production and Origination report, use the payment distribution date; therefore, to preserve data integrity and prevent users from moving payments between billing periods, Centerbase recommends that the firm updates this setting regularly. If the firm does not want to use this feature, then simply leaving the setting blank will turn it off.
The invoice template section allows for setting the Default Email Template, which is the email merge template used when sending invoices to clients by web copy (see section 5.8).
The Default InvoiceLegal Template allows for setting the default printed invoice template. Centerbase supports multiple invoice templates per firm, but the templates must be configured by Centerbase.
The Posting Invoice section determines whether Unapplied Payments, Unapplied Credits, or Trust Account funds are used to automatically pay invoices upon posting. Posting an invoice finalizes the invoice, preparing it to send to the client. During the posting process Centerbase can automatically pay the invoice using money already received from the client.
Specify Trust Replenishment
When the Specify Trust Replenishment checkbox is checked, then invoices will adhere to the replenishment level and minimum trust balance settings, unless otherwise set on the Trust Account level (see section 9.8).
The Minimum Trust Balance setting determines when replenishment goes into effect. In this case, the trust account must maintain at least $500 to not require replenishment (Balance = $501 means no replenishment required, while $499 means replenishment required).
Once replenishment is triggered, the Replenishment Level determines how much money the client owes to return the Trust Account to an acceptable balance. In this case, once the trust balance drops below $500, the account must be replenished to $1000.