Overview

Billing Schedules allow invoices to be generated automatically for matters that use Periodic Billing.

Schedules can be configured:

• Firm-wide (default billing schedule)
• For a specific Team
• For an individual Matter

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

Only matters with a Billing Basis of Periodic are included in scheduled billing runs.

⭐ What's New

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:

• Eligible Periodic matters 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.

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

Firm or Team Billing Schedules

Navigate to:

1. Settings → Firm Settings → Matter Billing Defaults
2. From the Scope field select:
   • Firm
   • Team
3. Click the clock icon beside the Schedule field.

This opens the Scheduler configuration window.

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. Matter-specific schedules override any firm-wide or team schedules.

Billing Basis Options

Billing schedules only run for matters configured with a Billing Basis of Periodic.

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 and Team Schedules

Firm and Team schedules act as default schedules for eligible matters.

When a firm or team schedule runs:

• All eligible Periodic matters are included
• Matters with their own matter-specific schedule are excluded
• Matter-specific schedules always take precedence

Example

A firm schedule is configured as:

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

All eligible periodic matters will be billed according to that schedule unless a matter-specific schedule exists.

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
• Firm and Team schedules do not override it

Quarterly Billing Schedules

New Feature

Quarterly billing schedules allow invoices to be generated automatically every three months.

Quarterly schedules are available for:

• Firm schedules
• Team schedules
• Matter 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 Team schedules where departments require different billing frequencies.
• Use Matter schedules only where exceptions are required.
• Ensure matters intended for scheduled billing use a Billing Basis of Periodic.
• 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.