Payment Plans

Payment Plans is a new feature that will assist firms with managing the recovery of their fees and expenses, from clients who have struck financial hardship.

Rather than a firm resorting to debt collectors, which does not always guarantee a successful outcome, they are now agreeing to frequent incremental payments to increase the likelihood of them obtaining their costs.

Creating a Payment Plan

Reviewing a Current Payment Plan

Editing a Payment Plan

Adding a Payment

Closing a Payment Plan

Reviewing a Past Payment Plan

Additional Features

Creating a Payment Plan

Users can create a Payment Plan for a debtor that has an outstanding balance from multiple areas:

• Go to Contacts > Debtors with Payment Plans > click on the Create New Plan button

• Open a Contact > select Payment Plan tab > click on the Create New Plan button

• Open a finalised Invoice > click on the Setup Payment Plan for this Debtor link

The Create Payment Plan window will open. Complete details on the Plan Details tab:

  1. Debtor: contact with an outstanding balance you want to create a payment plan
  2. Individual Payments Of: Incremental amount you want to deduct according to the following frequency
  3. Frequency: Every Week, Bi-Weekly, Monthly, Bi-Monthly
  4. First Payment Due On: Payment plan start date
  5. Next button or the Inclusions tab to move to the next step

Tick the checkboxes against the matters with outstanding amounts that you would like included on the Payment Plan and click Save.

Please note, any existing invoice on these matters will be added to the Payment Plan and any future invoices finalised while the Payment Plan is open, will also be automatically be added to the plan.

Reviewing a Current Payment Plan

You can navigate to existing Payment Plans in the same areas where you create them, as mentioned above.

Within the Payment Plan tab, click on Current plan link from within the View navigation panel on the left. This will display the active Payment Plan.

The middle section provides the user with the Payment Plan detail, including:

  • Graph: displays the Expected vs Progress of payments
  • Information Boxes:
    • paid: the amount that has been paid on the Payment Plan
    • outstanding: the remaining outstanding amount on the Payment Plan
    • ahead/behind:
      • ahead: if the user has paid more than the upcoming increment amount, the value will be displayed
      • behind: when the user misses a payment, the amount will be displayed due to date: the amount that should have been paid as of the current date
    • payments(s) left (estimate): number of remaining payments
    • day(s) since last payment: number of days since the last payment
  • Payments table: The Date and Payment Received amount is display in this table, as payments are added to the Payment Plan or to invoices that are on a Payment Plan. These payments must be applied during the Payment Plan period (from the date the plan is started / First Payment Due On date and until it is Closed)

The right panel displays:

  • Matter(s) included in Payment Plan
  • Matter(s) not included in the Payment Plan and has an outstanding amount that can potentially be added to the Payment Plan

Editing a Payment Plan

If the debtor’s circumstances changes, the user can update the Payment Plan by clicking the EDIT PLAN button and updating the details. This includes the Payment Amount, Frequency, Next Payment Due On date and the included Matters.

Adding a Payment

The user can add a payment to the Payment Plan via the ADD PAYMENT button. Once clicked, the below modal will appear.

The Client/Debtor and Paid By fields will automatically be populated according to the Payment Plan debtor.

The user is then required to:

  • Enter the total Amount
  • Individual amounts against each invoice, if multiple exist, that add up to the Amount
  • Click the Process button

Please note, if a user adds a payment to an invoice from other areas of Smokeball Billing, this payment will also be reflected on the Payment Plan.

Closing a Payment Plan

When the Debtor has finished paying off their outstanding Payment Plan debt or no longer requires a Payment Plan, the user can close the Payment Plan by clicking the CLOSE PLAN button, located in the top button ribbon within the Payment Plan section, displayed below.

A prompt will appear requiring confirmation. To proceed, click on the YES button. Otherwise, click NO or the x button in the top right hand corner to cancel the action.

Reviewing a Past Payment Plan

To view previous plans that are now closed, click on any that is listed under the PAST PLANS list of the View panel, located on the left hand side.

This view will also show the date and name of the user that closed the plan on the right panel.

Additional Features

Export CSV

To export a list of the debtors with Payment Plans, go to Contacts > Debtors with Payment Plans > click on the EXPORT CSV button.

This will export the displayed table, which contains:

  • Name: debtors name
  • Organisation: debtor’s organisation name (if applicable)
  • Last Payment On: last date received payment
  • Paid: amount paid to date
  • Outstanding: amount outstanding on the Payment Plan
  • Status: debtor status if they are on track, ahead or behind

Payment Plan Icon

Throughout Smokeball Billing you will see the Payment Plan icon against Contacts and Invoices. This will indicate that this Contact or Invoice is on a Payment Plan. Simply hover over the icon for more information.

  • If the icon colour is blue, the related debtor is on track with their payments
  • If the icon colour is red, the related debtor is behind on payments

If you require any assistance or further information, please contact our Support Team on 1300 33 55 53 or by email

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