This post was written by Giavanna Ippolito, a Customer Success Manager at MyCase. Giavanna is a Philadelphia native with her BA and MS in Communications. Everyday Giavanna helps MyCase customers to successfully utilize MyCase for all of its fantastic features. Have questions about your MyCase account? Contact our award-winning support team.
Congratulations! Your firm has recently started accepting credit cards and enabled online payments through MyCase legal practice management software!
Wait, I mean — you do have MyCase Payments enabled for your firm, right? Well, if you don’t, you really should contact us because it will help change your business!
Of course, before you start accepting eCheck and credit card payments from your clients online, you’ll want to make sure you link every case to a contact in MyCase, as well as set up the billing structure for the case. Linking a contact to a case and choosing who should be billed (and how) will allow you to easily create and reconcile invoices directly in MyCase. Also, this will keep your information organized in one place without having to use 4-5 different pieces of software.
Are you ready? Let’s walk through how you can start running a more efficient business with MyCase Payments!
Link Contacts to Cases, Stay Organized in One Place
When you’re adding a new case/matter to MyCase, you’ll be presented with a screen called “Client & Contact Link.” This is where you can link all related parties (client, experts, private investigators, co-counsel, etc.) to your new case.
Simply type the name of the contact into the Contact Name search field. MyCase will search through your database of contacts and return matches. Then click the contact from the auto-match to link them to the case.
You can always add contacts to a case after it has been created. Open the Case Details page for the case that you would like to add clients/contacts to. Then click the “Contact & Staff Link” button.
You’ll be presented with a list of all the contacts and staff that are linked to the case. Click the blue button labeled “Add Contact Link.” You’ll then be given three options:
- New Contact – Create a new contact in MyCase and link them to the case
- New Company – Create a new company in MyCase and link them to the case
- Existing Contact – Link an existing contact to the case
Set up Your Case Billing Structure for a Streamlined Legal Billing Process
Once you’ve linked contacts to their cases, the case billing structure will need to be selected. This will allow you to choose a primary billing contact and fee structure for the case.
To begin setting up the case billing structure, pull up the case file in MyCase and click on the “Time & Billing” tab. The Time & Billing tab will give you an overview of the case’s Billing Information. You can also edit the fee structure or billing contact on this page. When you click “Edit Case Billing Information,” your options will include “choosing a billing point of contact,” as well as “choose how the case should be billed.”
Now that you’ve linked contacts and set up the billing structure, your case is all set to invite your contacts to the MyCase Client Portal!
Enable the MyCase Client Portal and Stay Connected!
One of the most powerful features of MyCase is its ability to let your law firm collaborate and communicate with clients like never before. Instead of relying on scattered channels of communication (email, phone, text message, snail mail), the MyCase Client Portal will become your firm’s one and only platform for communication.
The MyCase Client Portal provides a secure environment for you to share case information, billing information, communicate with clients and contacts, and receive payments too!
You can grant access to any of your contacts by finding their name in MyCase and clicking on it (make sure that your contact has a valid email address listed). Within the contact’s page, you’ll see a section called “MyCase Client Portal Access” — the button will be automatically ‘enabled.’ If this is disabled and you wish to enable it, click the button and click ‘confirm access.’
This will automatically send an activation email to your contact, allowing them to create a password to login to your firm’s MyCase Client Portal. Now that your contact has MyCase Client Portal access, you can:
- Send invoices and invoice reminders to contacts
- Accept online payments on the invoices from contacts
- Send and receive case documents
- Send case calendar events to your contacts
- Send and receive messages
Start Invoicing and Collecting Payments Online to Provide Better Client Service
Now that you’ve set up your case and enabled your contact to use the MyCase Client Portal, sharing an invoice online is the next key step to getting paid — and getting paid fast! Invoicing through MyCase increases efficiency in your billing process, bypassing the need to print, mail, or even email invoices as attachments.
You can track time, invoice, and collect payments in one system as opposed to using multiple programs to piece together your work.
Once you’ve sent invoices via your firm’s Client Portal, your contacts can login anywhere that they have Internet access to view an update or even make a payment.
Retainer replenishments can also be quickly requested and deposited online. When this type of invoice is created, selecting “Trust Account” will automatically deposit the funds into your trust account when received and the funds will be available for future invoices you send out of MyCase.
“I pay less for a year of service than some similarly-sized firms pay for a MONTH of hosting their website. My clients love being able to contact me through the site and upload documents, and I love being able to tell when a client has reviewed documents that I sent them. It keeps both sides accountable in a way that email and phone calls never did. We all love clients being able to pay directly online, and the ability to send a reminder for overdue bills is a huge boon for me.”
– Aaren Jackson, The Lane Law Firm, P.C.
Automate Billing Reports for Better Efficiency
Once your firm is live with MyCase Payments, you’ll notice the reporting section in your MyCase account will toggle 2 new reports specifically for online billing: MyCase Electronic Payments Report and MyCase Credit Card Fees Report. Both reports, like all reporting in MyCase, can be exported into a PDF or into a .csv file whenever you need them.
These reports have been designed with our customers’ busy schedules in mind, making it simple and quick to report on data that otherwise would need to be manually calculated or written down — saving you time!
The MyCase Electronic Payments Report
The MyCase Electronic Payments Report will show all eCheck and credit card payments made in the date range of your choice. You can choose to view payments for all contacts and cases, or for a specific contact or case. On the report you can view:
- Number of successful eCheck and credit card transactions in a specified timeframe
- Total amount transacted in a specified timeframe
- Individual transaction details (date, paid by, invoice number, payment type, deposited into, and amount)
- Fee per credit card transaction
- Filter transactions per case or client
- eCheck rejections (such as NSFs) and any refunds
The MyCase Credit Card Fees Report
The MyCase Credit Card Fees Report will detail all fees that are associated with your credit card transactions through MyCase. When MyCase pulls the credit card fees associated with credit card transactions from your Operating account, these fees will also be batched and pulled as one combined fee.
This report will give you details on which transactions are associated with each batch of fees. Similar to the Electronic Payments Report, a date range can be selected, as well as a detailed or summary view.
Send Reminders for Unpaid Invoices
We never want our customers to have to waste time chasing down clients to remind them of overdue balances because we understand how valuable your time is and how important getting paid is for your business. In any given month, you could have hundreds of invoices and the idea of sifting through each one to see which balances are owed and then having to call/email/mail reminders to clients can be time consuming and arduous process.
Our invoices now include a reminder option where, with the click of a button, a reminder is sent to the contact via email that directs them back to their client portal and, most importantly, back to the invoice so they can pay you. The message sent to contacts is a gentle reminder, using simple language that prompts them to login to their client portal. This feature will make reminding clients of unpaid balances a quick click, as opposed to a chore.
When your contact receives the reminder, it’s in the form of a responsive, mobile-friendly email, which allows your contact to quickly make a payment through their client portal on a computer or even on a smartphone or tablet!
We’ve created several places for you to send invoice reminders:
When looking at an invoice with an overdue balance, simply click the “Sharing & Reminders” button, where you will see any contacts linked to the case. From there, simply click “Send Reminder” to remind the client and your work is done.
When looking at the Billing tab under “Invoices,” you’ll notice a small alarm clock icon to the right of the invoice details. Click this button, check the boxes next to the contact to whom the reminder should be sent, and the reminder is on its way.
When looking at the case file under “Time & Billing,” the invoice section will detail all invoices for this case. You’ll notice a small alarm clock icon to the right of the invoice details. Click this button, check the boxes next to the contact, and the reminder will be sent.
Have more questions or want to get a free walkthrough to learn how MyCase Payments can help streamline your practice with smarter, better legal billing?
Email us at email@example.com or schedule a one-on-one demo and we’ll give you a free assessment of your current payment solution and show you how MyCase combined with MyCase Payments will make life easier for you and your clients!