Overview

There are several types of statements that can be run. These are Statement of Account, Matter Statement of Account, Client or Trust Statement, CMA Statement and Investment Account Statement.

Statements can be set up to run automatically or manually on an ad-hoc basis.  This guide covers the process setting up statements to automatically run on a periodic basis as well as running them manually on an ad hoc basis.

TABLE OF CONTENTS

• Overview
• Automatic Statement Distribution
• Automatic Individual Client/Matter Statement of Account
• Manual Statement Distribution
  • Controlled Money/Investment Account Statements 
  • Client/Trust Account Statements
• Client Statements
  • Client Statements of Account
• Matter Statements
  • Matter Statement of Account
  • Matter Account Summary
  • Matter Client/Trust Statement
• Firm Statement Preferences

Automatic Statement Distribution

Invoice, Client/Trust, Investment and CMA statements can be set up to be sent out automatically on a periodic basis. The recipient can be set to be the acting person, responsible person, client, billing contract or a specific email. It is therefore important that the email addresses are set up correctly on the relevant entity cards. 

The following steps can be used to set up the automation of any of these statement types. 

1. Navigate to the Settings Menu. Select Firm Settings.

2. Select Reports in the left-hand menu of the screen. 

3. Select the relevant statement type you would like to automate. 

4. The Report Subject is what will appear in the subject line of the email to the recipient. The default subject can be amended if required. 

5. In the Delivery Options section, select the recipients in the To, CC and BCC fields. These can be the Acting Person, Responsible Person, Client, Billing Contact or a Specific Email. It is important the email addresses are set up correctly on the relevant entity cards. 

6. In Scheduling Options, click on the clock icon to open the scheduling screen. 

7. Select the Frequency and Time of day you would like the statement to be sent out. Based on the frequency selected, select from the Scheduling Options what specific days are statements should be sent out on. 

8. Click Apply to save. 

Automatic Individual Client/Matter Statement of Account

The automation of the distribution of a Client/Matter statement of account for specific clients or matters can be set up as follows: 

1. Navigate to the relevant Client. 

2. Click on the Statement of Account drop-down menu and select Edit Schedule. 

3. As a default, One Statement for all matters will appear. Having this option selected will send one combined statement for all matters.  

To have one statement sent per matter for this client, select One statement per matter. 

If no statements should be sent for this client, select Do not generate automatic statements. 

4. To override the Firm default schedule for sending Statements to this client, tick Override Firm Schedule, a new section for report options will appear. 

5. Select the relevant Report Template and amend the name of the Report Subject, if required. 

6. To include closed/paid invoices on the statement, tick Include Closed Invoices.

7. Tick Include Matter Summaries, if the statement is to be sent for all matters for the client. 

8. Add any additional recipients into the CC or BCC fields, select the relevant contacts. 

9. To set a schedule, select the clock symbol. 

10. In the Scheduler screen select the relevant Frequency from the drop-down menu, such as yearly, monthly, weekly and daily. Once selected, complete the subsequent schedule options. 

11. Click Apply, then Save to save the schedule.

To set a statement schedule at a single Matter level, access the matter and select Matter Setup from the Matter Actions menu. Within the Billing Set up section, toggle on the option to Automatically generate statement of the matter and email it to the client. 

Manual Statement Distribution

Invoice, Client/Trust, Investment and CMA statements can be sent out manually from the Accounting Reports and from the Client or Matter. This can be done where statements have not been set to be sent out automatically. 

Controlled Money/Investment Account Statements 

Controlled Money/Investment account statements can be sent out on an ad hoc basis as follows:

1. Navigate to Reports via top menu. 

2. In the Trust Compliance section of the screen, select Controlled Money Account Statement Or Investment Account Statement. 

3. The reporting period is set to this financial year, but this can be changed by clicking on the purple icon, selecting the relevant period and clicking on the Apply button. 

4. For additional filters, click on the Add Filter button. 

5. To change the statement to Investment, click on the Account option from the list, select the Investment account statement and click Apply. 

6. If you would like to send out a statement for a specific client, select the Client option from the list, type in a client name to search for it, and click Apply. 

7. If you have multiple divisions set up and would like to send out a statement for a specific division, select the Division option from the list, type in a division name to search for it, and click Apply. 

8. If you would like to send out a statement for a specific matter, select the Matter option from the list, type in a matter name to search for it, and click Apply.

9. If you would like the statement to include reversal transactions, click on the Show Reversals button in the list. 

10. To scroll through the statement, click on the Arrows or use the page drop down.  The statement can be printed or exported to various formats such as PDF or XLSX files.

11. The statement can be emailed to the recipient via the Email Report button on the top right.

12. To keep the filters selected for future use, click on the Save Customisation button at the top right. 

13. You can update an existing customisation or save it as a new one. The description is a mandatory field. 

14. Click Save at the bottom of the screen. 

15. To access the customised reports, click on the Customised tab at the top of the main Reports page. 

16. You can update an existing customisation or save it as a new one. The description is a mandatory field. 

17. Click Save at the bottom of the screen. 

18. To access the customised reports, click on the Customised tab at the top of the main Reports page. 

Client/Trust Account Statements

Client/Trust Account Statements can be sent out on an ad hoc basis as follows:

1. Navigate to Reports via top menu. 

2. In the Trust Compliance section of the screen, select Trust Account Statement. 

3. The reporting period is set to this financial year and the statement date is set as today. This can be changed by clicking on the purple icons, selecting the relevant periods and clicking on the Apply button. 

4. For additional filters, click on the Add Filter button. 

5. If you would like to send out a statement for a specific client, select the Client option from the list, type in a client name to search for it, and click Apply. 

6. If you have multiple divisions set up and would like to send out a statement for a specific division, select the Division option from the list, type in a division name to search for it, and click Apply.

7. If you would like to exclude ledgers that were opened after a specific point in time, click on the Exclude ledgers that were opened after option from the list, select the relevant day from the drop-down menu and click Apply. 

8. If you would like to send out a statement for a specific matter, select the Matter option from the list, type in a matter name to search for it, and click Apply. 

9. If you would like to generate a statement for a specific trust ledger account, select it from the Trust Ledger Account drop-down menu and click Apply. 

10. To scroll through the statement, click on the Arrows or use the page drop down.  The statement can be printed or exported to various formats such as PDF or XLSX files.

11. The statement can be emailed to the recipient via the Email Report button on the top right.

12. To keep the filters selected for future use, click on the Save Customisation button at the top right. 

13. You can update an existing customisation or save it as a new one. The description is a mandatory field. 

14. Click Save at the bottom of the screen. 

15. To access the customised reports, click on the Customised tab at the top of the main Reports page. 

Client Statements

Client Statements of Account

Statements of Account can be sent out to clients on an ad hoc basis as follows:

1. Navigate to the Directory on the top Menu, then select Clients in the drop down menu. 

2. To search by client name or email, click the Add Filter button. 

3. Select the relevant option to search on from the list.  Type in the details and click Apply. 

4. Select the client from the list of results.

5. Select Statement of Account from the right-hand menu of the client card. 

In the dropdown list, you have the option to run a statement for the following:

For Client: This will include any invoices billed to the client.

For Biller: This will include any invoices billed to the entity/debtor, in the scenario where the debtor is not the client. 

Edit Schedule: Allows you to schedule the statement for sending. 

6. To scroll through the statement, click on the Arrows or use the page drop down.  The statement can be printed or exported to various formats such as PDF or XLSX files.

Matter Statements

Matter Statement of Account

A Matter Statement of Account can be sent out on an ad hoc basis as follows:

1. Navigate to relevant Matter. 

2. Select Account Statements from the Matter Actions menu.

3. A drop down box will appear. Select Matter Statement of Account from the list.

4. To scroll through the statement, click on the Arrows or use the page drop down.  The statement can be printed or exported to various formats such as PDF or XLSX files.

5. The report can be filed to the matter documents by selecting File Report from the top right menu. Or you can Email the Report to the client or to a nominated recipient. 

Matter Account Summary

A Matter Account summary can be generated for an individual matter as follows:

1. Navigate to relevant Matter. 

2. Select Account Statements from the Matter Actions menu.

3. A drop down box will appear. Select Matter Account Summary from the list.

4. To scroll through the statement, click on the Arrows or use the page drop down.  The report can be printed or exported to various formats such as PDF or XLSX files.

5. The report can be filed to the matter documents by selecting File Report from the top right menu. Or you can Email the Report to a nominated recipient. 

Matter Client/Trust Statement

A Matter Client/Trust Statement can be generated for an individual matter as follows:

1. Navigate to relevant Matter. 

2. Select Account Statements from the Matter Actions menu.

3. A drop down box will appear. Select Trust Statement from the list.

4. To scroll through the statement, click on the Arrows or use the page drop down.  The report can be printed or exported to various formats such as PDF or XLSX files.

5. The report can be filed to the matter documents by selecting File Report from the top right menu. Or you can Email the Report to the client or to a nominated recipient. 

Firm Statement Preferences

If the firm requires Clients and Matters to apply the firm default settings for statements, this can be reset via across all Client and Matter records via  settings.

1. Navigate to the Settings Menu. Select Firm Settings.

2. In the Matters settings section, select Firm Statement Preferences.

3. Select the Apply button to reset the default firm settings for Clients and Matters.  The Firm default will not be overridden where clients have the firm schedule overridden at the client level.