Automatically creating receivables

Receivables can be automatically created on a matter in three ways:

• On completion of a quotation calculator
• Through ordering a search
• When raising a time recording entry

Quotation Calculator

Receivables can be automatically added to a matter when a quotation calculator is completed:

1. Navigate to Settings > Form Widgets
2. Select Edit on the relevant Quote Calculator
3. Navigate to the Quote step
4. Select Edit on the fee you would like to automatically generate into a receivable

   Tip

   You can do this for as many fees as you like.

5. At the bottom of the fee, tick Automatically create a receivable
6. Select the Account type you would like the receivable created against
7. Save

The next time the quote calculator is completed and the fee is applicable, a corresponding receivable will be raised on the matter.

Ordering a search

Receivables can be automatically generated when a search is ordered through one of our integrated partners:

1. Navigate to Settings > Accounts
2. Under Configuration in the side menu, select Service Integrations
3. Under When prices are received for orders made with service providers, choose Create a receivable in the … account for the relevant account
4. Choose a Tax Option:
   • Record tax on service transactions records the tax separately
   • Do not record tax on service transactions includes the tax in the receivable’s amount
5. Save

From then on, whenever a search order on a matter has a price, a receivable is created on that matter with the provider as its supplier. This happens when the order is placed if the price is already known, or when the provider sends the price later.

To stop this, choose Do not create a receivable and Save.

Note

Opening these settings requires the Can view accounting reports staff permission, and changing them requires Can edit Chart of Accounts.

Caution

With Record tax on service transactions, the provider’s tax must match one of your tax rates. If it doesn’t, for example because only part of the charge is taxable, no receivable is created and the matter’s Fee Earner receives a Failed to create receivable email. Raise the receivable by hand, or choose Do not record tax on service transactions.

Tip

Ensure your matters are configured to allow for searches to be ordered, within your matter templates.

Time recording

Time recording entries can be automatically converted to receivables:

1. When creating a new time recording, ensure Chargeable to Client is selected
2. Within the time recording tab on the matter, select + Create Receivables
3. Select which line item(s) you wish to convert to a receivable
4. Confirm
5. Optional: allocate the receivable against a supplier
6. Select the Account the receivable should be raised against
7. Create Receivable

The receivable will be raised within the accounts tab on the matter, and the time recording entry is no longer marked as outstanding.