Smokeball Reports Overview

Smokeball features many powerful reports which can be used to optimise your firm’s work routines, keep track of your deadlines, or maintain strong relationships with your clients.

Smokeball provides over 50 reports and dashboards for productivity, billing, and firm insights data. The following list outlines the available reports you can access upon joining Smokeball.

Accessing Smokeball desktop reports

Available on Smokeball Grow and Prosper+

To view reports on Smokeball desktop:

  1. Select Reports from the left menu.
  2. Select the report you want to run and add filters to customise it.
  3. After generating a report, you can export it by saving it to your computer in various file types, such as .CSV or PDF. You can also print the reports.

List of Smokeball desktop reports

Click on each heading below to view an expanded list of all reports we offer.

Matter reports
Matter Full List

Use this report to generate printer-friendly readouts of all your matters. You can filter the report by the person responsible and the person assisting, which cannot be done when exporting your matters from the Matters tab. You also can filter multiple matter types, set a date range filter, and even organise your reports using your custom tags.

Matter Referral List

This report shows your matter’s referrals. This report also includes a billing amount column which can be used to help calculate referral fees. You can apply date range filters and use the Group By filter to organise the report by referral type or referrer.

Matter Archiving

Use this report to generate a list of closed matters that have been archived.

Matter Next Steps

Run this report to generate an overview of the progress of all your matters based on the current task and/or workflow step.

Matter Summary List

With this report, firms will be able to see a full list of their matters, including details on the current status of each matter and the next steps.

Matter Turnaround Time

This report enables firms to track the time it takes to close a matter by identifying the number of days that have elapsed between its opening and closure.

Client reports
Client Full List

Use this report to generate a printer-friendly readout of all your clients. You can apply filters to sort the report by date opened, matter type, city, or county.

Client Birthday List

Use this report to view all your clients’ birthdays if you wish to send them cards or gifts. We advise always setting the Date Opened From filter to the day your firm started using Smokeball to ensure that all your clients are included. Clients who are deceased will not be included.

Client Verification of Identity

This report generates a list of all client names that have a VOI date and allows you to filter them to just overdue, ones due shortly (2 months and 4 months), overdue ones, or see all.

Client without Verification of Identity (Available upon request)

Easily generate a list of all clients without a Verification of Identity.

Will Register

Sorted by matter number, this report displays the clients' full name, date of birth, document received date and matter closed date.

Lead reports
Lead Full List

This report is similar to the matter and contact full list reports but limited exclusively to your leads.

Lead Open and Next Steps

This report is similar to the matter next steps report, but it is exclusive to leads.

Lead Referral List

This report shows your lead’s referrals. This report also includes a billing amount column which can be used to help calculate referral fees. You can apply date range filters and use the Group By filter to organise the report by referral type.

Lead Marketing Report

Use this report to track matter lifecycles from Lead to conversion to a Matter, allowing you to calculate conversion rates, how long it takes to convert Leads to Matters, and from that data identify any trends in the reasons why Leads don’t convert.

Conveyancing reports

Conveyancing Settlements Report

Use this report to gain a comprehensive view of your Conveyancing matters' property settlement details.

Conveyancing Cooling Off Report

Use this report to gain a comprehensive list of cooling-off dates and the corresponding matters. This report can help your firm to keep track of cooling-off dates, prioritise workload and ensure your firm does not miss important deadlines.

Conveyancing Agents Report

Use this report to gain a comprehensive list of all Conveyancing agents and their corresponding matters.

Conveyancing Matters Report

Use this report to access a comprehensive overview of your Conveyancing matters and critical settlement dates. The report helps firms track the progress of each matter, from the initial contract/exchange date to the settlement date or auction date.

Conveyancing Stamp Duty Due Report

The Stamp Duty report allows you to generate a report containing a list of all Conveyancing matters containing Stamp Duty due dates and Stamp Duty amount.

Conveyancing Sunset Date Report

This report helps staff easily locate the Sunset dates in their Conveyancing matters.

Conveyancing Critical Dates Report (QLD)

This report is only relevant to QLD Conveyancing matters. This report allows you to view the most common critical dates in one location.

Conveyancing Critical Dates Report (VIC)

This report is only relevant to VIC Conveyancing matters. This report allows you to view the most common critical dates in one location.

Conveyancing Critical Dates Report (SA)

This report is only relevant to SA Conveyancing matters. This report allows you to view the most common critical dates in one location.

Matter Referral Conveyancing Settlement List (Available upon request)

Use this report to generate a list of all the Conveyancing matters that have been referred to your firm. The report includes the Referral information, the Person responsible, and the Billed Amount.

Real Estate Agents Full List

Use this report to generate a list of all Real Estate Agents and their contact details.

Personal Injury Reports
Statute of Limitations

This report provides an overview of your Personal Injury matters and the statute of limitations dates.

Immigration Reports
Visa Expiry Date

This report is designed to provide you with a clear view of the visa status and expiry date of your clients' visas, making it easier to manage your immigration matters.

Other Reports
Event List

Use this report to generate a list of all upcoming events and their corresponding matters.

Safe Custody - Filtered

This safe custody report provides you with a record of all documents that your firm holds on behalf of clients and their storage information. It includes an option to search and filter by Client Name and Packet Number. Note that when searching for a client name, type at least 3 characters in the search text box.

Safe Custody Full List

Use this report to generate a complete list of all safe custody records.

Register of Files Opened

The Register of Files Opened report is designed to help firms in NSW and VIC comply with the requirements under the Legal Profession Uniform General Rules 2015 and the Legal Profession Uniform Law (Part 4.6 section 93) to produce a register of files opened.

Time Costing Report (Available upon request)

Firm owners can use this report to keep track of staff hours and their costs to the business.

Accessing Smokeball billing reports

Available on Smokeball Bill, Boost and the Grow and Prosper+ Cloud Companion App

On the Smokeball Web App, you can generate reports that manage all aspects of the billing cycle, including trust, invoicing, matter overview, and time/expense reports.

To view Smokeball billing reports:

  1. Select Reports from the left menu.
  2. Select the report you wish to run, then use filters to customise your view.
  3. Once you generate a report, you can export it as a PDF or CSV file, or print it.

List of Smokeball billing reports

Click on each heading below to view all billing reports based on their report name in alphabetical order. 

A - H

Account Balances

The Account Balances report shows the balance and transaction history of a selected trust or operating account for a selected period of time. This includes total billed and paid, unbilled and unpaid, cash retainer, trust balance, write-offs, and discounts. Use this report to manage risk, improve cash flow, and see which accounts have funds in the operating retainer.

Account Statements

The Account Statements report is a robust report that includes several sections: Fees, Disbursements, Invoice History, Invoice Summary, Account Summary, Transaction History, and Account Ledger. This report gives you an overview of all the activity during a selected time period for a specific matter, or all your matters.

Filters:

  • The Report Period filter allows you to limit the results to a specific time period or run the report for all time.
  • The Show Invoices for filters allows you to run the report for either a specific matter, or for all matters.
  • The View Options filters allows you to control which sections are included on the report, along with other display options.

Accounts Receivable

The Accounts Receivable report displays detailed information for all invoices issued during a selected time period. It includes information like status, debtor(s), due date, days overdue, total, interest, paid, credited, waived, and total due.

Filters:

  • The Report Period filter allows you to limit the results to a specific time period or run the report for all time.
  • The Person Responsible filter allows you to limit the results to a selected individual.
  • The Matter and Contact filters allow you to limit the results to a selected matter or contact.

Aging Summary

The Aging Summary report displays all unpaid invoices and places them into aging buckets based on how overdue they are. The invoices are grouped by client and matter. There is an overall Aging Summary table at the end of the report that provides firm aging bucket totals.

Filters:

  • The Report Date filter allows you to run the report as of a specific date of your choosing.
  • The Person Responsible and Person Assisting filters give you the option to limit the results to specific individuals.

Audit Logs

The Audit Logs report displays creations, additions, deletions, and amendments to client and matter information in Smokeball Billing. It includes a Report Period filter that allows you to limit the results to a specific time period.

Billed Fees & Disbursements - Summary & Details

Show billed fees and disbursements against areas of law, matter types, clients, timekeepers, referrers, or persons responsible.

Cash Book Payments

The Cash Book Payments report shows all payments made from your trust accounts.

Cash Book Receipts

A report showing all the trust deposits made within the selected report period.

Controlled Money Listing

This report is designed for law society compliance and will allow a firm to create a list of all Open Controlled Money Accounts at the time the report is run. This includes Open accounts that have zero-dollar balances. It's a way to create a quick audit/overview of current CMA accounts, their balance, and the matters they're linked to.

Credit History

The Credit History report shows all credits added and applied to your invoices and matters during a selected time period. You can run it either for a specific matter, or for all matters.

Dormant Trust Balances Report

This report provides a list of trust balances that are dormant or approaching dormancy.

I - M

Income Allocation - Summary

The Income Allocation – Summary report shows income for a selected time period and allows you to see how that income is allocated to a variety of sources. This report can be used to assist with compensation plan calculations or to assess strengths and weaknesses in your business from an income perspective.

Income Allocation - Details

The Income Allocation – Details report shows income for a selected time period and allows you to see how that income is allocated to a variety of sources.

This report can be used to assist with compensation plan calculations or to assess strengths and weaknesses in your business from an income perspective.

It can also be used to dig deeper into the details behind the summary level values in the Income Allocation – Summary report and verify that payments have been applied correctly.

Invoice History

The Invoice History report shows all invoices generated within a selected time period. Invoices on the report are grouped by client and matter. It includes all details of the invoice including Write Off, Discount, Surcharge, GST, Interest, Paid, Credited, Waived, and Total Due.

Filters:

  • The Report Period filter controls the invoices included in the report based on the date invoiced.
  • You can filter the report on Person Responsible, Area of Law, and Invoice Status.
  • You can also filter the report to a selected Matter or Contact.

Journal Transfers

Shows all the journal transfers made within the selected report period.

Ledger Export

The Ledger Export report shows all invoices and payments for a matter of contact within a selected time period. In addition, it provides a running ledger for any matter. You can use this report to see all the payments entered or which payments were included in any bank deposits.

Matter Balances

The Matter Balance report provides a thorough financial overview of all your matters. It displays Trust Balance, Unbilled, Billed, Write Off, Discount, Surcharge, Interest, GST, Paid, Credit Applied, Waived, and Matter Balance.

Filters:

  • This report includes filters for Person Responsible and Matter Status.
  • You can view the report as either a single list of matters, or to group them by client.
  • In addition, you can choose to exclude or include matters with $0 balances, incomplete matters, and externally billed.

Matter Category Paid History

The Matter Category Paid History report allows you to see payments received during a selected time period, grouped by matter category.

Matter Cost Estimates

The Matter Cost Estimates report shows all time-based matters with estimates and how those estimates compare to the total billed and unbilled on the matter.

Matter by Billing Type

The Matters by Billing Type report allows you to see all matters opened during a selected time period along with their billing type (e.g. fixed fee, contingency, time-based, etc.).

The report can be filtered by Date Range, Billing Type, Matter Status, Person Responsible, Person Assisting, Matter Category, and Matter Type.

Money Received

The Money Received report shows all money received by your firm during a selected period. It includes invoice payments, trust deposits, and operating retainer deposits.

Filters:

  • This report includes a Payment Date From and Payment Date To filters, which are required for the report to be run. It also has filters for Account and Source.
  • The report also gives you control of how the report is grouped via the Group By filter which has options of None, Account, Source, Matter Type, Client, and Received From.

N - Z

Overdrawn

The Overdrawn report shows any overdrawn amounts in trust, by matter.

Filters:

  • The Report Period filter allows you to limit the results to a specific time period or run the report for all time.
  • The Account filter allows you to limit the results to a specific trust account or include all accounts. 

Potential Trust to Office

This report shows any matters that include outstanding invoices and a trust balance. This report can be used to review and manage Trust to Office Transfers.

Time and Disbursement Entries

The Time and Disbursement Entries report provides an overview of all time, fee, and disbursement entries during a selected time period. It has separate sections for Time and Fee Entries and Disbursement Entries. It includes columns for non-billable, billable, unbilled, and billed.

Trial Balance

The Trial Balance report displays trust balances and last transaction dates per matter as at a selected date.

Trust Receipts

The Trust Receipts report shows all trust deposits received within a selected time period. It includes details including transaction date, entered date, receipt no., received from, matter, payment type, payment ref., amount, and status.

Trust Statements

The Trust Statements report allows you to create a trust transaction report for a single matter or for all matters during a selected time period. It is designed to assist with trust accounting compliance. When running the report for all matters, it will be emailed to you rather than generated on the screen.

Unbilled Time and Disbursements - Summary and Details

Use this report to analyse unbilled entries to determine whether to write off or bill the entries.

Have a question about our reports?

If you can't find the information in the reports you need or would like to provide feedback, reach out to your Client Success manager or submit a ticket.

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