Overview

Billing Schedules allow draft invoices to be generated automatically for eligible matters.

Schedules can be configured:

• Firm-wide, using the default Billing Schedule

• For an individual Matter

The automated billing workflow can include Ad Hoc and Periodic matters where Ready to bill is turned on.

Billing schedules help automate recurring billing processes and ensure invoices are generated at regular intervals without manual intervention.

Key Features

Newly created Periodic Billing Schedules now date draft invoices using the scheduled billing run date.

Previously, draft invoices created by Periodic Billing were always dated the last calendar day of the month, regardless of when the schedule ran.

Existing Billing Schedules continue to use their original invoice date behaviour. To use schedule run dates for invoice dating, create a new Billing Schedule.

No additional Invoice Date setting is available within the Scheduler. Efimis automatically determines the Invoice Date based on whether the Billing Schedule was created before or after this update.

How Billing Schedules Work

A billing schedule determines:

• How often invoices are generated
• When the billing cycle starts
• Which matters are included in the schedule

When a scheduled billing run occurs:

• Matters with Ready to bill turned on are identified.
• Draft invoices are generated automatically.
• Only eligible work in progress (WIP) up to the Invoice Date is included in the generated draft invoice.
• For newly created Billing Schedules, the Invoice Date is set to the scheduled billing run date.
• Existing Billing Schedules retain their original invoice date behaviour.
• Matter-specific schedules take precedence.

Ready to Bill

The Ready to bill toggle controls whether a matter is available to the automated billing workflow.

It applies to matters using either:

• Ad Hoc Billing

• Periodic Billing

Invoice Date Behaviour

The Invoice Date applied to draft invoices depends on when the Billing Schedule was created. 

Example

A monthly Billing Schedule is configured to run on 7 March 2026.

To use the new Invoice Date behaviour, create a new Billing Schedule. Existing schedules continue to use their original invoice date behaviour, even if the schedule is later edited.

Accessing Billing Schedules

1. Go to Settings → Firm Settings.
2. Open Matter Billing Defaults.
3. Select the clock icon beside the Schedule field.

This opens the firm’s default Scheduler configuration.

Matter-Specific Billing Schedules

Navigate to:

• Matter → Update → Billing (section)
• Click the clock icon beside the Schedule field

Changes made here apply only to the selected matter. A matter-specific schedule overrides the firm Billing Schedule for that matter.

Billing Basis Options

The automated billing workflow can include matters using Ad Hoc or Periodic Billing where Ready to bill is turned on.

Available Billing Basis options include:

Configuring a Billing Schedule 

Step 1 - Open the Scheduler

Open the Scheduler using one of the methods described above.

Step 2 - Select a Frequency

Choose how often invoices should be generated.

Available frequencies:

Step 3 - Select a Time

Choose the time the billing run should execute.

Example:

• 12:00 AM
• 6:00 PM

Step 4 - Configure Schedule Options

Depending on the selected frequency, additional scheduling options become available.

For Monthly, Quarterly and Yearly schedules you can choose:

Optional:

• Schedule During Nearest Workday

When enabled, billing runs scheduled for weekends or non-working days will execute on the nearest working day.

Step 5 - Save

Click Save.

For newly created Billing Schedules, draft invoices use the scheduled billing run date as the Invoice Date. Existing Billing Schedules retain their original Invoice Date behaviour, even if they are later edited. To use the new Invoice Date behaviour, create a new Billing Schedule.

Firm Billing Schedule

The Firm Billing Schedule provides the default schedule for eligible matters.

When the firm schedule runs:

• Eligible matters with Ready to bill turned on are considered
• Matters with their own matter-specific schedule are excluded
• A matter-specific schedule takes precedence

Example

A firm schedule is configured as:

• Monthly
• Last day of the month
• Nearest workday enabled

All eligible matters with Ready to bill turned on will be considered when the Firm Billing Schedule runs. A draft invoice is generated only where eligible billable items exist.

Matter-Specific Schedules

Matter schedules apply only to the selected matter.

The Invoice Date applied to draft invoices depends on when the Billing Schedule was created:

• New schedules use the scheduled billing run date.
• Existing schedules retain their previous invoice date behaviour.

Benefits include:

• Different billing frequencies for individual clients
• Alternative billing cycles
• Exceptions to firm-wide billing arrangements

When a matter schedule exists:

• The matter follows its own schedule
• The Firm Billing Schedule does not override it.

Quarterly Billing Schedules

Quarterly schedules are available for:

• The Firm Billing Schedule
  
• Matter-specific Billing Schedules

How Quarterly Scheduling Works

A quarterly schedule runs every three months from the selected start month.

Example

If the schedule starts in:

January

The schedule will run in:

• January
• April
• July
• October

If the schedule starts in:

May

The schedule will run in:

• May
• August
• November
• February

Example Quarterly Configuration

Result:

Invoices will be generated on the last working day of:

• January
• April
• July
• October

Editing a Billing Schedule

To modify an existing schedule:

1. Open the schedule.
2. Update the required settings.
3. Click Save.

Future billing runs will use the updated schedule.

Best Practices

• Use Firm schedules for standard billing cycles.
• Use Matter schedules only where exceptions are required.
• Check that matters intended for automated billing have Ready to bill turned on.
• Periodically review billing schedules to ensure they remain appropriate for current business requirements.
• If you want draft invoices to use the scheduled billing run date, create a new Billing Schedule. Editing an existing schedule does not change its original Invoice Date behaviour.