As a team grows, so will the possibility that mistakes occur or users forget standard processes. To reduce time spent correcting records to meet billing guidelines, we introduce Billing Rules. Billing Rules is a quick way to set hard or soft rules to notify users that a correction is needed. These rules are object specific and apply at the global, Client, or Matter level.

Access

Users with minimum permission set assignments can view or read Billing Rules that exist on Matter and Client accounts. 

  • Read Only
    • Standard Time User

Users with the below permission sets have full access to view, create, and edit Billing Rules. 

  • Read and Write
    • Matter Setup
    • Billing User
    • Billing Admin
    • Time Admin

Types of Billing Rules

There are three different types of Billing Rules available within your organization: Standard, Client, and Matter. Rules can be made for three objects: Time Entries, Cost, or Pre-Bills.  Only 10 rules can exist for each type at each level. This means that org wide only 10 rules can exist while Matter or Client accounts can hold 10 rules each. 

Accessing Standard Rules 

Standard rules apply across the entire org for all users. They are only accessible by users who have the Billing Admin permission set.

  1. Navigate to Time & Billing Settings.
  2. Click the Billing Rules tab. 

Accessing Client Rules 

Client rules apply to the Client and any Matters related to the client. Note that all rules for a client will always apply to any its matters and should be set up accordingly. 

  1. Open the desired Client account.
  2. Click the Client Matter Billing component.
  3. Click the Billing Rules tab.

Accessing Matter Rules

Matters can inherit rules from their Client account or have custom rules created.

  1. Open the desired Client account.
  2. Click the Client Matter Billing component.
  3. Click the Billing Rules tab.

Hard Stop vs Warning

There are two types of rules you can make, with differing severity levels. Hard stop rules mean that users cannot create or update records which have violations for the rule, while warnings will allow updates to continue but flag the record with the offending rule. 

 

We recommend utilizing Billing Rules for blocks when normal Validation Rules are not sufficient, as there are a limited number available. 

 

How to Create a Billing Rules

Navigate into the Billing Rules tab within Time & Billing Settings or within the Client Matter Billing component. 

  1. Click Add Rule.
  2. Enter a description into Rule Summary.
  3. Select an option from the Rule for picklist. 
  4. When: Select the relationship between rule conditions.
    1. AND: All conditions are true.
    2. OR: Any condition is true.
  5. Build the rule conditions.
    1. Select a target field or timekeeper classification, field operator, value or field relationship.
    2. Click +Add Condition to add a row (maximum of 3 conditions per rule).
  6. Then: Select whether the rule will block an entry or trigger a warning. 
  7. Enter the message that is communicated to users when the rule is triggered. 
  8. Click Save.

 

Making rule changes 

How to Edit a Rule

  1. Navigate to where the rule is located.
  2. Click on the Edit icon. 

How to Delete a Rule

  1. Navigate to where the rule is located.
  2. Click the Delete icon.

 

Disable Billing Rules 

This action exists within Time & Billing Settings when viewing Standard Rules. Taking the action will disable all the Billing Rules within the org regardless of their type. ON and OFF toggles will retain their status, but no rule will take effect until Billing Rules are reactivated. We recommend disabling billing rules when performing any sort of data migration within your org.

 

On/Off toggles

Within each rule, an ON toggle indicates the rule is active, and an OFF toggle indicates the rule is deactivated. Toggling to the right turns the rule ON. It will now be blue and have a checkmark. Toggling to the left turns the rule OFF. This turns the toggle switch back to gray. 






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