Billing Reports

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

Smokeball Billing has the reports you need to manage all aspects of the billing cycle, including trust, invoicing, matter overview, and time/expenses reports. 

All reports include filters to customize your view and can be printed or exported as a PDF or CSV file. 

If you can't find the information in the reports you need or have a request for a new report, reach out to your Account Manager or submit a ticket to support@smokeball.com.

Billing reports overview

  • All Billing Reports are located in the Reports page of Smokeball Billing. 
    • Select the report you want to run and add filters to customize it.
    • You can generate the report, download a CSV/PDF, or print directly from Smokeball Billing.

List of standard billing reports

Account Balance Payments

This report shows payments and payment reversals from the operating retainer and trust accounts.

Account Balance Receipts

This report shows deposit and deposit reversals from the operating retainer and trust accounts.

Account Balance Transfers

This report shows transfers to matters and/or contacts from operating retainer and trust accounts.

Account Balances

This report shows the balance and transactions of the operating and trust accounts. Use this report to see everything that changed in your accounts over a period of time.

Account Statements

A robust matter report showing all information related to any matter or client, including time and expenses, invoices, account balances, and ledger. Use this report to see anything that has happened on a matter.

Accounts Receivable

A report showing finalized invoices during a timeframe and whether they have paid or outstanding balances. Use this report to see the status of all the invoices billed in that timeframe.

Aging Summary

A report showing a summary of invoices that are aging, raging from 1-90 days and beyond. Use this report to determine which invoices are outstanding. This report can be filtered to run by Matter, Client, Debtor, Client with Matter, or Debtor with Matter. If you run the report by matter, client or debtor, then no grouping is applied. Grouping will be applied if you run the report by client with matter or debtor with matter. The Run By field must be selected before you can run this report. 

The report features several filters toggled on by default: Attorney Responsible, Originating Attorney, Practice Area, Matter Type, and Matter Status. There is also an Interest filter which is toggled off by default. 

Important Notes:

  1. Columns displayed in the report will change based on the filters you select.
  2. Running the report by Debtor with Matter will cause matters with unpaid shared debt to appear multiple times. However this will not be counted twice in the report totals summary table.
  3. Running the report by debtor with matter will cause matters with unpaid shared debt to be indicated by an asterisk at the end of the internal reference column. 
  4. Leads are indicated by an (L) at the beginning of the internal reference column.
  5. Exporting the report to Excel will preserve the its layout based on the Run By and Extend To filter selections. Exporting the report to CSV will include all of the report's columns regardless of the Run By and Extend To filter selections. 
Audit Logs

A report showing creations, additions, deletions, and amendments of client and matter information in Smokeball Billing.

Billed Fees & Expenses - Summary

A report detailing how much your firm bills and is another way to analyze your business performance.

Similar to the Income Allocation reports, you must enter an invoice date range. By default, the Run By dropdown menu is set to timekeeper. You can also set Run By to matter type, area of law, originating attorney, attorney responsible, client, or referrer. These options are available in the Subtotal By dropdown menu as well.

The Show Percentage option is set to false by default. Change this option to true to ensure the Run By option totals 100%. If you chose an option under Subtotal By, then the subtotals will also equal 100%.

Important Notes:

  • Discounts are only applied to billed feeds.
  • Write-offs are not included.
  • Non-billable entries are not included. 
  • The Subtotal By options, except for , reflect the percentage of the group selected, not the total for the report.
Billed Fees & Expenses - Details

The Billed Fees & Expenses - Details report breakdowns information from the Billed Fees & Expenses - Summary report to show what has been billed at the matter and invoice level. This report can also be used to verify that your invoices have been billed correctly.

To run this report, you must enter an invoice date range.

By default, the Run By dropdown menu is set to timekeeper. You can also Run by matter type, area of law, originating attorney, attorney responsible, client, or referrer. These filters can be applied to the Subtotal By dropdown menu as well.

Choose the attorney responsible, originating attorney, or timekeeper filters to ensure that all data displayed on the report corresponds to these selected staff members. Otherwise, the report will default to all staff. You can use multi-select filters to ensure more than one staff member is selected per filter. 

The Level of Detail dropdown menu defaults to matter. When matter is selected, rows are displayed as the total billed for timekeeper per matter. When matter & invoice is selected, rows will be displayed as total billed for timekeeper per invoice. 

Important Notes:

  • Discounts are only applied to fees billed.
  • Write-offs are not included.
  • Non-billable items are not included.
  • Interest charges are not included.
  • Surcharges are not included.
Credit History

A report showing all credits added and applied to your invoices and matters.

Dormant Trust Balances

The Dormant Trust Balance report shows which trust funds have not been used and which matters are inactive from a specified date. This report will help you decide when to return funds or take other actions with your trust account.

To run this report, you must select a trust account.

The As At Date will show the balance of the trust account selected based on the date you choose. Only matters with a balance above $0 will display on the report, and the report defaults to today’s date.

Dormant Since will only show matters that have the Last Transaction Date older or equal to this date. This will default to one year prior to today’s date.

Attorney Responsible will allow the firm to restrict the data displayed on the report to staff selected within the filters. This will default to all staff selected. These are multi-select filters, and more than one staff member can be selected.

Important Notes:

  • Deleted transactions are excluded.
  • Reversed transactions are included.
  • You can sort the report by any column. 
Income Allocation - Summary

A time and payment report showing the breakdown of invoiced and collected amounts for originating attorneys, responsible attorneys, timekeepers, matter type, area of law, client, or referrer. Use this report to help with compensation plan calculations and determine how much time was billed in a given timeframe. Learn more about income allocation reports

Income Allocation - Details

This report shows payments on a matter or invoice level. Use this report to verify that payments have been correctly applied. Learn more about income allocation reports. 

Invoice History

A report showing all invoices generated within a time period. You can group the history by matter, contact, attorney, or area of law. Use this report to see a list of invoices generated during any month.

Ledger Export

A report showing all invoices and payments for a matter or contact within a date range. In addition, this report gives you a running ledger for any matter. Use this report to see all the payments entered or which payments were included in any bank deposits.

Matter-Full List

Run this report to see all the matters which your firm has opened in the specified date range. It can be further filtered down by matter type, category, status, attorney responsible, person assisting, and originating attorney. 

You can also group the displayed results by client name, matter type, attorney responsible, person assisting, and originating attorney.  

Matter Balances

This report shows a financial summary for all matters. 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.

Matters By Billing Type

Run this report to see all the matters your firm has opened in the specified date range along with their billing type (e.g., fixed fee, contingency, etc.). This report can be filtered by matter category, matter type, originating attorney, attorney responsible, matter status, and billing type. 

Matter Fee Estimate

A report that shows which matters are approaching their fee estimates. Use this report to identify which clients require new estimates or to write off items in excess of the original estimate.

Money Received

The Money Received report provides an overview of how your clients pay you. You can filter this report by invoice payment, trust deposit, or operating retainer deposit.

To run this report, you must enter a payment date range.

Use multi-select filters to choose which Accounts will display on the report. By default, the report is set to show all accounts.

You can also use a separate multi-select filter to display the Sources you received money from. By default, this is set to show all sources. 

The report can be organized by Account, Source, Matter Type, Client Received From, or None. By default, the report is set to None. 

Important Notes:

  • Credits are excluded.
  • Sorting will organize payment date from oldest to newest by default.
  • If you choose a trust account or operating retainer as the source, and the selected account is operating, then the report will show additional lines are the total to indicate the total money received.
    • Money moved from trust or operating retainer will be subtracted from the total in separate lines to equal total money received. This ensures the report only shows money earned.
  • Include trust invoice payments and exclude operating retainer payments under the Sources dropdown menu if you need to match bank account deposits. 
Operating Retainer Balances

Run this report when you need to see which matters have an operating retainer balance and its amount.

Filter by Attorney Responsible, Originating Attorney, Practice Area, Matter Type, and Matter Staus. You can also run the report by Matter, Matter & Contact, Matter & Contact (grouped by Matter), or Matter & Contact (grouped by Contact).

Potential Bulk Trust Payment

A report showing invoices where trust payments may be issued for any transaction where trust account funds are not being applied.

Rate Types by Matter

Run this report when you need to view the rate type associated with each matter.

Filter by Period, from date Matter was opened, date Matter was opened to, Attorney Responsible, Originating Attorney, Matter Status, Billing Type, and Rate Type. You can also filter by Client or search for a Client.

Retainer Statements

A report providing the trust balance for an individual client, an individual matter, or all matters.

Time Write Downs

This report will allow users to assess the original duration and the current duration of time entries along with write-offs to determine the total amount adjusted.

Time Expense Entries

A report showing a list of all time and expense entries. Use this report to see all time, fees, or expenses recorded by a timekeeper or on a matter.

Trust Balances

A report showing a list of trust balances for matters and contacts. Use this report to review a list of all trust balances or where trust reconciliation has discrepancies.

Trust Receipts

A report showing deposits and deleted deposits to the trust account.

Unpaid Invoices

Run this report when you need to quickly pinpoint outstanding invoices. This report will show all unpaid invoice totals in a row at the end of the report.

Additional Notes:

  • Multiple contacts on the same contact card are treated as their own debtor.
  • If multiple debtors are on an invoice, and if you select Group by Debtors, then the balance will be displayed under each debtor. However, the balance will not be displayed more than once on the table. Relevant invoices will have an asterisk (*) next to the invoice number.
  • If multiple debtors exist, all can be displayed for the invoice in the debtor column.
  • This report shows current unpaid balances.
  • Columns will change depending on the filter selections.
  • Leads are indicated with an (L) in the internal reference column.
  • If grouping by debtor, matters with unpaid shared debt will appear multiple times but will not be counted multiple times in the report total.
  • If grouping by debtor, matters with unpaid shared debt are indicated by an asterisk (*) at the end of the internal reference column.
Work in Progress

A report that shows all unbilled entries for timekeepers in the timeframe selected. Use this report to analyze unbilled entries to determine whether to write off or bill the entries.

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