Some clients require a copy of a statement to be sent to a second address. This is handled by adding a second Bill To record for the second address. However, when creating the second Bill To record, you need to know which contact you want the second address associated with: the client contact, the matter contact, or an entirely different contact.

In some situations, you want to send a statement to only a third party and not the client.

To set up an individual or organization client with a second billing address

  1. From the Client file, click New (Ctrl+N).
  2. Assign the Client ID and click OK.
  3. Enter the Client Name. Use Last/First format (i.e., Smith/John) if the client is an individual. As you type the name, a list of contacts in the database matching the name will be displayed.
    1. If a contact already exists in the database, select it.
    2. If the contact is unique, a new Contact window will be displayed allowing you to enter the contact information. After entering the information, press Ctrl+S to save the contact record.
  4. After selecting or saving the contact, the Address information will automatically be displayed in the Client window.
    1. If the client is an individual, the Contact Name, Phone, and Email will also be filled in.
    2. If the client is an organization, you will need to enter the Contact Name using the Last/First format for the name (i.e., the Matter Contact). As you type the name, a list of contacts in the database matching the name will be displayed.
      1. If a contact already exists in the database, select it.
      2. If the contact is unique, a Contact window will be displayed allowing you to enter the contact information.
      3. After selecting or saving the contact, the Contact Name, Phone, and Email will also be filled in.
  5. Enter a Work Description to identify the case and optionally enter a Location.
  6. Use the address selector to select the correct billing address. The address shown on the Address tab is the address that the statement will be sent to.
  7. Click the Billing Preferences tab.
    1. Under Statement Delivery Options, click Edit to open the default Bill To record. This record represents the first statement to the client.
      1. Under Statement Delivery Options, select whether the statement will be mailed or emailed.
      2. Select any other options for the statement.
      3. Click OK to close the Bill To Record window.
    2. Click Add to create a new Bill To record that represents the second statement to the client.
      1. Enter the name of the contact where you want the second statement sent. This can be the client contact, the matter contact, or an entirely different contact. Use Last/First format (i.e., Smith/John) if the contact is an individual. As you type the name, a list of contacts in the database matching the name will be displayed.
        1. If a contact already exists in the database, select it.
        2. If the contact is unique, a new Contact window will be displayed allowing you to enter the contact information. After entering the information, press Ctrl+S to save the contact record.
      2. After selecting or entering the contact, enter the following information in the Bill To record.
        1. Enter a description for the second billing address, such as "Accountant".
        2. Select whether the statement will be mailed or emailed.
        3. Use the address selector to select the desired address.
          1. If the address has not yet been entered, click the blue contact link at the top of the window to open the Contact record.
          2. Use the address selector in the Contact record to designate which address you are entering and enter the address.
          3. Press Ctrl+S to save the contact record and return to the Bill To record window.
        4. After selecting the address, select any other options for the statement.
        5. Click OK to close Bill To Record and return to the Client window.
  8. After selecting any other options for the client (including those on other tabs), press Ctrl+S to save the client.

Note: Keep in mind that the addresses that will be used for the statements are the addresses that are shown in the Bill To records.

Note: If emailing statements, the email addresses that will be used for the statements are the email addresses that are shown in the Bill To record.

Note: Duplicate statements, email statements, and envelopes are not generated when draft statements are run.

Statement for Third Party Only

In the event that you want the statement sent to the third party only and not the client, you will need to edit the delivery options for the client's default Bill To record. This record is the first record in the Statement Delivery Options section on the Billing Preferences tab.

To change the Statement Delivery Options

  1. From the Client file, select the desired client.
  2. Click the Billing Preferences tab.
  3. By default, the default Bill To record is selected in the Statement Delivery Options.
  4. Click Edit to open the Bill To record.
  5. Under Statement Delivery Options, clear the Mail Statement and Email Statement options.
  6. Use the procedures above (i.e., step 7b) to add the additional Bill To record if you have not already done so.
See also:   Types of Client Billing Addresses
  Adding a Client
  Changing a Client