Overview
If this case/matter will have a flat fee associated with it, or it will be a mix between a flat fee and additional hourly/expense charges, choose the Flat Fee or Mix of Flat Fee and Hourly option.
Flat fee cases are available in the Basic, Pro, and Advanced tiers.
Setting Up Flat Fee Billing
Before creating a flat-fee invoice, ensure that the case billing structure supports flat fees. Follow these steps:
Open the case in MyCase.
Go to the Time & Billing tab.
Scroll down to Case Billing Information (located at the bottom).
Click Edit under Case Billing Information.
Change the billing structure to either Flat Fee or Mixed of Flat Fee and Hourly.
MyCase will then ask you to enter the flat fee amount that your client owes for this case (pictured below). If you don't know the flat fee amount at this time, leave this field blank. You can always go back and edit the flat fee amount for a case.
Using a Flat-Fee Activity
As an alternative, you can record work as a flat-fee activity:
Create a new time or expense activity for the case.
Mark it as a Flat Fee Activity.
Include the flat fee activity directly on the invoice.
Quick Invoicing for Flat-Fee Cases
You can generate an invoice directly from the case:
Open the case page.
Go to the Time & Billing tab.
Select Invoice This Case.
If a case fee has been assigned, it will be automatically added as a flat fee on the invoice.
Limitations of MyCase Billing
Bulk updating rates for past time entries is not available in MyCase. Each time entry must be manually edited to adjust the rate.
When the case is then added to the system, MyCase knows there is a flat fee associated with it. In the example above, MyCase knows that this matter has an outstanding flat fee and will make an entry for its amount in your accounts receivable.
Invoicing Flat Fee Cases
When you create an invoice for a "Flat Fee" or "Mixed Flat/Hourly" case, there will be four sections under which you can add line items to the invoice: Flat Fees - Time Entries - Expenses- Adjustments (pictured below).
Creating a Flat-Fee Invoice
Once the billing structure is confirmed, follow these steps to create a flat-fee invoice:
In the case, navigate to the Time & Billing tab.
Click Create Invoice.
Add a Flat Fee item to the invoice and complete the details.
Save or send the invoice as needed.
When creating time entries and expenses for "Flat Fee" cases, you will have the option of marking each entry as non-billable by checking the non-billable box. This is useful for situations where you only want to charge your client the negotiated flat fee amount, but would still like to track your time/expenses and present them on the invoice (without affecting the amount due). To also display payments and balances on flat-fee invoices:
Enable the Outstanding Balance Summary (administrative access required):
Go to Settings > All Settings.
Navigate to Client Billing & Invoicing Settings.
Click Edit Preferences and enable Outstanding Balance Summary.
Save preferences.
When creating an invoice, payments received will be automatically included, and the remaining balance will be displayed.
Troubleshooting Flat-Fee Billing
Missing Flat-Fee Option
If you don’t see the option to create a flat-fee invoice:
Ensure the case is set up for flat fees using the configuration steps outlined above.
If you add time entries or expenses to "Flat Fee" cases without checking non-billable, MyCase will bill your client for these items. However, MyCase requires that either the flat fee or the associated time entries be marked as non-billable; both cannot be billable simultaneously.