Managing client payments can sometimes be problematic, especially those serving individual clients in practice areas like criminal defense or bankruptcy. Missed hours, delayed invoices, and uncollected fees aren’t uncommon. Having the right tools and knowing how to use them properly is very important in this case.
If you’re immersed in the MyCase ecosystem, you’re probably familiar with MyCase Payments—a payment processing solution integrated into the MyCase practice management platform, designed to help attorneys and law firms get paid faster.
This article highlights how MyCase Payments can transform time tracking, invoicing, and payment collection into seamless workflows. Additionally, I’ll demonstrate parts of its “payment plans” functionality through video walkthroughs, addressing some of its quirks and features.
Whether you're new to this product or seeking to enhance its utilization, this guide aims to provide valuable insights.
MyCase Payments: Notable Features
MyCase Payments simplifies the entire billing lifecycle, from accurately tracking billable time to ensuring seamless fee collection. As a fully integrated legal payment solution within your practice management software, it aims to enhance efficiency while improving collections.
Designed for both solo practitioners and law firms, it provides the automation and financial insights needed to streamline operations and stay focused on client matters. Below are some of its key features.
Effortless Time Tracking & Expense Management
MyCase ensures that every billable hour is accounted for with automatic time tracking, even while multitasking across cases. Attorneys can pause and restart timers, manually log time, and utilize the Smart Time Finder to bill overlooked activities like calls or calendar events. A built-in timesheet calendar helps monitor billing targets at a glance.
In addition to time tracking, MyCase allows firms to log expenses such as filing fees and consultant costs, generating detailed reports for financial oversight. It lets you manually log these expenses, categorizing them as billable or non-billable and linking them to the appropriate matter.
Seamless Invoicing and Payment Collection
Creating professional invoices takes just seconds, with the flexibility to send them via email, text, or the client portal. Firms can apply trust funds directly from trust accounts, ensuring compliance and accuracy. MyCase also supports LEDES billing, catering to firms that require standardized legal billing formats.
To reduce overdue payments, MyCase automates email and text payment reminders with direct payment links. Clients can securely pay using credit cards, eChecks (ACH), or in-person—all payments auto-reconcile across cases, reports, and accounting through QuickBooks integration.
Comprehensive Financial Insights
The billing dashboard provides a real-time overview of firm finances, displaying outstanding balances, recent payments, and performance against billing targets. MyCase also generates detailed financial reports, such as Accounts Receivable and Fee Allocation reports, offering clarity on receivables, overdue invoices, and revenue trends.
With MyCase Payments, law firms can eliminate billing bottlenecks, improve cash flow, and provide clients with a frictionless payment experience—all within a single, fully integrated system.
Easy Payment Collection, Flexible Plans
Collecting payments is where MyCase Payments truly shines. Clients can pay through the secure client portal, over the phone, or in person using credit cards, eChecks (ACH), or other methods. One-click payment links sent via email or text make it effortless for clients to settle up, and payments auto-reconcile across your cases as they come in.
If you’re struggling with overdue invoices, you can use automated email and text reminders to nudge clients before, on, or after due dates, each with a direct link to pay. You can even add late fees or interest charges per your fee agreement, keeping collections on track without constant follow-ups.
However, not every client can pay upfront, and MyCase accommodates that with automated payment plans. Set a start date, installment amount, and cadence (weekly, monthly, etc.), and the system creates a fixed schedule that suits your client’s budget while ensuring you get paid.
You can activate automatic payments fairly easily. For ongoing services, subscription billing lets you set up recurring payments, either indefinitely or for a set period, with no need for invoices or plans.
Let’s take a closer look at this feature, covering its functionality and nuances. I’ll walk you through the process of collecting initial credit card payments, setting up client payment plans, and managing balances.
Understanding MyCase Payment Plans
For many business to consumer law firms, flat-fee arrangements are common. Take a criminal defense case, for example: you might agree to represent a client for a $3,000 fee, collected as $1,000 monthly payments over three months. Or perhaps you’re a bankruptcy boutique allowing clients to pay a prepaid fee in installments.
These scenarios are practical for clients but can quickly become a logistical challenge with keeping tabs on who’s paid what and when.
MyCase’s integrated payment plan functionality is designed to make this easier, but like every other case management tool, it has some caveats that need to be worked around.
In the video below, I demonstrate how it allows you to set up and manage payment plans directly within its platform.
Collecting Initial Client Credit Card Payments
When it comes to getting paid quickly, the first step is often the most crucial: collecting the initial payment. MyCase simplifies this process by letting you securely collect credit card payments.
What sets it apart is its focus on speed and security. Credit card payments clear faster than checks, and the platform’s encryption keeps client data safe. Plus, by collecting that initial payment right away, you’re reducing the risk of late or missed payments later on.
In the video below, I’ll show you the workflow for quickly collecting an initial payment from a client without having to create a matter and an invoice within MyCase.
Creating Payment Plans on Client Invoices
Offering flexible payment options makes a huge difference—by breaking down large legal fees into manageable installments, you ease financial barriers for clients while improving your cash flow.
The video below focuses on creating payment plans directly on client invoices; I’ll demonstrate how to set customized payment schedules, automate reminders, and more.
Managing Payment Plan Balances and Payments
When a client makes a payment, MyCase makes it simple to apply it to their plan. You can log payments manually or, better yet, let clients pay directly through the client portal with a credit card or ACH. Once the payment’s in, you’ll allocate it to the plan balance, and the program updates everything automatically.
Additionally, with MyCase, clients can log into their portal anytime to see their plan status—how much they’ve paid, what’s left, and when the next payment’s due. This cuts down on confusion and keeps everyone on the same page.
The video below addresses the ongoing management of balances and payments. You’ll discover how MyCase delivers real-time updates and detailed reports, giving you a clear view of your firm’s financial health.
Take Control of Your Billing
Effective billing is essential to running a successful law practice, and MyCase Payments equips you with the tools to streamline invoicing, automate collections, and maximize your revenue.
By leveraging its features, you can eliminate manual inefficiencies and focus on what matters most: serving your clients.
If you have any questions or are interested in exploring MyCase bookkeeping services, we’re here to help. Schedule a consultation to learn how you can optimize your firm’s financial workflows.
For more guidance, here are some useful resources from the MyCase Support Center:
