How To Setup Monthly Retainer Billing

This feature is useful when you have a client that pays you a fix retainer every month and in exchange you provide a preset number of hours of service at no additional charges. Hours exceeding these preset number of hours are billed at your regular hourly rates for the case (by the way, you can set different hourly rates of timekeepers for individual cases/matters). If you don't provide the preset number of hours of service in a particular month, you still bill the minimum retainer to the client.

To setup a case for this billing scenario -> Click on "Cases (Projects)", select a desired case. On the right side tabbed pane, click on "Other Info" tab (or "Settings" tab in the new UI). Create a field named "MONTHLY_RETAINER" and add the field value XXXX (amount of the retainer in numeric format, e.g., 1450.50 or 2500 -- without currency symbol). Repeat the same process to create another field named "MONTHLY_RETAINER_HOURS" and enter number of hours (e.g., 10 enter only numerics no words, can be 0) of "at no additional charge" service for the given monthly retainer (that is, how many hours of service you have agreed to provide at no additional charge every month for the monthly retainer amount).

IMPORTANT: You must create invoices for separate months, that is, more than one month should not be billed in one invoice. Unless MONTHLY_RETAINER_HOURS is set to 0, hourly rates of timekeepers should be the same in an invoice month. The retainer billing will only be reflected in PDF/Word Invoices.

LEDES FIX FEES RETAINER BILLING: Suppose a client is going to pay a fixed amount (for fees, but will pay cost additional) per invoice irrespective of number of hours billed. Click on the Cases (Projects) tab, select a desired case. Click on the Other Info tab. Enter in custom fields LEDES-FIX-FEES-PER-INVOICE as key and enter the fix amount per invoice in value. Use only numbers and one dot. No comma or other characters.

SEE ALSO: Fully Automatic Recurring Billing