How to View Matter Accounts and Request Payments

This guide explains the core accounting features available to end-users (lawyers, secretaries, and paralegals), from viewing financial summaries to requesting client payments.

The Matter Overview Financial Summary

When you first open a matter, the Overview tab provides a high-level financial summary. At the top of the screen, you will see several key figures in widgets:

• WIP (Work in Progress): The current value of unbilled time and work.

• Total Invoiced: The total amount which has been billed to the client on this matter.

• Unpaid Invoices: The total amount of issued invoices which are still outstanding.

• Budget: The total budget which has been set for this matter.

Understanding the Budget Indicator

The Budget indicator provides a visual warning to help you manage costs proactively. This indicator is visible on the Overview tab, the Time & Billing tab, and the Accounts tab.

• Yellow Indicator: The budget turns yellow when you have used 80% or more of the allocated budget.

• Red Indicator: The budget turns red when you have reached or exceeded 100% of the budget.

• The matter Budget is inserted when creating a matter and can be updated at any time by editing the matter details through the pencil icon at the top of the matter.

Navigating the Main Accounts Tab

For a detailed breakdown of all transactions, click the Accounts tab. This area contains several key components:

• The Ledger: This is the central view, showing all financial transactions. You can filter this view using the Office and Client checkboxes at the top to see only office-side or client-side transactions, respectively.

• Protected Funds: On the Ledger sub-tab, you can see a Protected field. This is used to ring-fence funds for a specific purpose, such as an undertaking. This will provide a warning if you attempt to create a payment request which would use these protected funds.

• Account Sub-Tabs: The Accounts section is further divided into several sub-tabs for detailed investigation:

  • Ledger: The default view showing all transactions.

  • Invoices: A list of all invoices which have been issued.

  • Payments: A log of all payment notifications (chitties) which you have raised.

  • Anticipated Disbursements: A list of expected future costs.

  • Interest: A log of any interest calculations.

How to Create a Payment Notification (Chitty)

To request a payment (out) or record a receipt (in), you must use the 'New Payment Notification' feature, which is often called a 'chitty'. This sends a request to your firm's accounts team for processing.

1. In the grey quick-access bar on the far right of your screen, click the New Payment Notification icon (it looks like a dollar sign in a circle).

1. A New Payment Notification pop-up will appear. You can choose from CLIENT/TRUST or OFFICE transactions, and then select Payment (money out) or Receipt (money in).

   
   

   
   

1. For this example, we will make a Client Payment. Under the CLIENT heading, select Payment.

2. A Client Payment form will open. Fill in the required fields:

• From: This will default to the matter's client account.

• Display as ledger: Enter a clear description for the transaction (e.g., "Payment to Solicitor").

• To: Enter the full name of the payee (e.g., "Solicitor").

• Account number: Enter the payee's bank account number.

• Sort code: Enter the payee's sort code.

• Payee Reference: Enter the reference which the payee needs to see (e.g., "RE1").

• Amount £: Enter the exact value of the payment (e.g., "200").

• Transaction date: Select the date for the payment. You can forward-date this if required.

• Method: Select the payment method from the dropdown (e.g., "Bacs").

1. (Optional) If you need to attach a supporting document, such as an invoice, click the Upload from correspondences button at the bottom.

2. Click Save to submit the request to the accounts team. A confirmation message, "payment notification created successfully," will appear in the top-right corner.

Tracking Your Payment Request

Once you have submitted your request, you can track its status.

1. Navigate to the Accounts tab on the matter.

2. Click the Payments sub-tab.

3. You will see your newly created request listed, with its status shown (e.g., "Account Pending").

1. When the accounts team processes and approves the payment, you will receive an update in your Notifications bell (the bell icon in the top-right corner of the application).