If your firm is still mailing paper statements, you’re spending time and money that could be saved. Tabs3 Billing can automatically generate a customized email message, attach the client’s PDF statement, and send it, all without leaving the software. Getting set up takes just three steps. Stop printing, stuffing, and stamping. Here’s how to send PDF statements straight to your clients’ inboxes.
Choose how to send email
Open Tabs3 Billing Customization (In the Quick Launch, search for and select “Customization”) and on the Main tab select your Email Statements method. We recommend selecting Microsoft 365 if you are on Version 2024 (Build 24.1.24) or later and have a Microsoft 365 account.
After selecting Microsoft 365 in Customization, you’ll be prompted to sign in.
- On the Sign in page, enter the email address for the account you want to use to send email statements and click Next.
- Enter your password and click Sign in. If two-factor authentication is enabled, complete the verification prompt.
- Review the permissions for Tabs3 Billing and click Accept.
- If your Exchange server requires administrator approval, enter a brief reason in the justification field (e.g., “Sending email statements from Tabs3 Software”), click Request Approval, and then click Back to app.
- When asked to stay signed in, click Yes.
Alternatively, you can set up email statements using Microsoft Outlook or SMTP. For more information, KB Article R11409, “Comparing Methods for Email Statements,” walks through the differences between each email statements method.
Create your email templates
Email templates define the message that accompanies each statement. Open Email Templates (In the Quick Launch, search for and select “Email Templates”). The first time you open this window, Tabs3 Billing automatically creates a set of sample templates to get you started.
Templates can include a custom From Name and From Address, CC and BCC recipients, and a message body that automatically fills in client-specific details, such as the client name, balance due, statement date, and more. You can create as many templates as your firm needs, but at minimum you’ll need one template with a valid From Address before any statements can be sent.
We recommend reviewing the sample templates first as they’re a good starting point for most firms. See KB Article R11911, “Using and Customizing the Sample Email Templates,” for detailed guidance on creating and customizing templates.
Set up your clients to receive email statements
The final step is telling Tabs3 Billing which clients will receive statements by email — and how. Before you start, make sure each client has an email address on the Address tab of the Client file. If no address is listed, click the blue Contact Name hyperlink to open the contact record and add one.
Next, specify the template for the Bill To record.
- From Client Information (In the Quick Launch, search for and select “Client Information”), select the Client ID and then click the Billing Preferences tab.
- Select the Bill To record in the Statement Delivery Options table and click Edit.
- Select the Email Statement check box.
- Select the Email Template to use for this client and click OK.
- Press Ctrl+S.
To apply a template to all new clients automatically, open the template and select Use as default Email Template for new Bill To records. To update the email template for a group of existing clients at once, use the Change Client Options feature (In the Quick Launch, search for and select “Change Client Options”).
Once your clients are configured, you’re ready to go. Run your statements as you normally would, and when you’re ready to send, open the Email Statements window (In the Quick Launch, search for and select “Email Statements”) to review and send.
For more information, see KB Article R11913, “Emailing Tabs3 Billing Statements.”
Going paperless doesn’t have to mean overhauling the way your firm works; it can be as simple as taking full advantage of the tools already built into your Tabs3 Software. From routing draft bills for attorney review to sending final statements by email, Tabs3 Billing keeps the entire billing process moving without a single printed page. Clients can receive and pay their invoices electronically through Tabs3Pay, and recurring payments can even be scheduled in advance, reducing the need for follow-up each billing cycle.
On the document side, PracticeMaster brings everything together in one place: phone logs, research notes, emails, and firm documents so nothing gets lost in a pile on someone’s desk. With built-in Document Management, LexShare for electronic signatures, and the Tabs3 DropBox for sharing reports, your firm can handle the full lifecycle of a matter digitally.
Check out Knowledge Base Article R12005, “Going Paperless with Tabs3 Software,” for tips on how your firm can cut down on paper, ink, and storage costs.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Do you make manual adjustments for flat fee clients when you’re ready to bill them? If so, you may be making billing more difficult than it needs to be. Tabs3 Billing provides a way to streamline billing for flat fee clients.
To set a client up to be billed a flat amount, specify that they are a flat fee billing client and assign them to a statement template that does not bill fees. You can then enter your time normally. Once you are ready to bill the client for the flat amount, run the Adjust Flat Fee Clients utility, and then bill them using a statement template that does bill fees.
To set up a client for Flat Fee Billing
- In the Quick Launch, search for and select “Client Information.”
- Select the desired Client ID.
- From the Rates tab, select a Billing Rate Code of 0 – Flat Fee Amount.
- Enter the desired Flat Amount. This is the amount that will be billed to the client when you run the Adjust Flat Fee Clients utility.
- From the Statement Options tab, in the Statement Format section, select a Final Template that has a Fee Format of No Fees or Info Only. Optionally select a Draft Template that uses the same setting.
- Press Ctrl+S.
If desired, you can bill interim statements to show the client progress on the matter. Using a Final Template with a Fee Format of Info Only will show the fees, but not bill for them.
To process a final bill for the flat fee amount
- In the Quick Launch, search for and select “Adjust Flat Fee Clients.”
- Select the desired Client ID.
- Click OK.
- In the Client file, change the Final Template (step 5 above) to a statement template that has a Fee Format of Standard. (As an alternative, you can select the statement template via Generate Statements.)
- Generate a statement for your client.
Note: Due to the number of transactions that may be changed, we recommend making a backup of your data prior to running the Adjust Flat Fee Clients utility.
When you run the Adjust Flat Fee Clients utility, all of the client’s fees adjust automatically to match the Flat Amount. No line-by-line edits, no manual math.
Did you know you can open multiple List tabs in Tabs3 Billing to streamline your workflow? You can hold the Ctrl key while clicking the List (e.g., Fees, Costs, Clients, etc.) from the Home page or the Quick Launch pane. Each click opens the List in a new tab, allowing you to work across multiple tabs simultaneously.
Firms that accept credit cards get paid sooner and collect on more billable work.
Tabs3Pay makes accepting and managing electronic payments simple, right inside your law practice. You can accept credit cards and electronic checks, manage separate trust and operating accounts, and securely store payment information for future use. Additionally, by including a payment link in email statements, your clients can easily enter payment information through the secure Tabs3Pay portal.
Watch this five-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”