Smokeball Reports Overview

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.

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.

Use this report to generate a list of closed matters that have been archived.

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

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.

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.

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.

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.

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.

Contact Export

Export a list of all person and organisation contacts in Smokeball.

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

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

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.

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 Settlements Report

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

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.

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

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.

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.

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

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

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

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

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.

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

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

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.

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

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.

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

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.

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

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.

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 Accounts Receivable details of the invoice including Days Overdue, Interest, Paid, Credited, Waived, and Total Due.

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.

Unbilled Time and Disbursements - Summary and Details

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

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.

Billed Fees & Disbursements - Summary & Details

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

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 Accounts Receivable details of the invoice including Days Overdue, Interest, Paid, Credited, Waived, and Total Due.

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.

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.

Unbilled and Unpaid Overview

Use this report to find out how much money you can move from your trust account to your operating account at any given time. 

Unpaid Invoices Billing Report

This report shows all of the current unpaid invoices regardless of the date of the invoice, providing an easy way to see which invoices remain outstanding and can be narrowed down or grouped.

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.

Client - Full List (available in both the web and desktop apps)

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.

Matter - Full List (available in both the web and desktop apps)

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 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.

Matters 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.

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.

Rate Types by Matter

The Rate Types by Matter report allows you to see which rate type and/or rate set has been applied to matters. 

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.

Dormant Trust Balances Report

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

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.

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.

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.

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.

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 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.

Time Adjustments - Details and Summary

Shows the write ups, write downs, and write offs to help you better assess where time differences are coming from. The report calculates write ups and downs by taking the difference between working hours and billing hours. Write offs are determined by the write off option on time and disbursement entries.