Clio Manage

Connect

1. 1Open Integrations from the sidebar and click Connect on the Clio Manage card.
2. 2Sign into Clio and approve the scopes Triconvey is requesting.
3. 3You're redirected back to Triconvey. The Clio Manage card shows Connected.

Connecting is per firm, not per user. One connection serves everyone.

Set up tax rates first

Do this before your first export. Triconvey has to know which of your Clio tax rate configurations mean GST and which means PST. Until you map them, taxable items are sent to Clio with no tax on them.

1. 1Create your GST and PST rates in Clio first, under Clio's own settings. Triconvey reads the list from Clio and cannot create rates for you.
2. 2On the Integrations page, click Tax on the Clio card.
3. 3Pick the Clio tax rate configuration that represents GST, then the one that represents PST. Each is shown with its percentage so you can confirm you picked the right one. Click Save.

Link the file to a Clio matter

The first time you export, you pick the Clio matter to send to. That choice is saved on the file, so later exports skip the picker and name the linked matter at the top of the modal instead.

• A Clio matter belongs to one Triconvey file at a time. If the matter is already linked to another file, you get an error naming that file rather than a second link.
• Change re-points the file at a different Clio matter. Unlink removes the link entirely. Neither one moves, edits, or voids anything already sent to Clio. Cleaning up a wrong export is done in Clio.

Export to Clio

Open a file matter, then use the Clio menu on the Fees or Adjustments tab and choose Export to Clio.

1. 1Review the items, grouped into Fees, Disbursements, and Adjustments tabs.
2. 2Tick the items you want to send. Fees and disbursements that haven't been sent to the linked matter yet start ticked, since they're what a bill is normally made of. Adjustments start unticked because they're driven by rules.
3. 3For an adjustment, choose a tax treatment (No tax, GST, PST, or GST + PST) and whether the amount already includes tax. A disbursement has no tax choice here: it is sent with the GST and PST recorded on it in the file. For a fee, adjust Hours and Rate if it's genuinely hourly.
4. 4Click Export. Each item, or each activity of a split item, is created separately in Clio. A summary reports which items succeeded and which failed.

What each item becomes in Clio

• Service fees become time entries. Clio treats an expense as a cost the firm paid on the client's behalf, such as postage or a filing fee, so a conveyancing fee sent as an expense would land under disbursements on the bill instead of under fees. A fixed fee is sent as one hour at the fee amount, so it totals the fee.
• Disbursements become expense activities for their line total (unit price × quantity), sent as a single unit and carrying the disbursement's own GST and PST. In/Out adjustments become expense activities carrying the tax treatment you chose.

Tax on fees works differently

Clio only accepts explicit tax settings on expenses, not on time entries. A fee therefore carries no GST or PST of its own, and Clio applies tax from its own invoice settings when the bill is drawn. The tax shown against a fee in the export modal is a projection of what Clio should charge, not a figure being sent. Disbursements and adjustments do carry the tax you set.

Items you've already sent

Every successful export is recorded, so reopening the modal shows what has already gone across.

• A previously exported row is labelled Exported (date) with the amount, and lists the individual activities when a rule split it.
• Those rows don't start ticked, and re-exporting one asks you to confirm. Clio has no way to recognize a repeat, so a second export bills the client twice.
• If the item's total has changed since it was sent, the row warns you: it shows what the item totals now against what Clio was billed. Editing a fee after exporting is otherwise invisible.
• An export that went to a different Clio matter is labelled as such and doesn't count as already exported, so re-linking a mis-picked matter and exporting again isn't treated as a duplicate.

Export rules

Export rules let you pre-configure how specific items are exported. When an item's description matches a rule's pattern, the rule's tax and split settings are applied automatically in the export modal.

Managing rules

1. 1On the Integrations page, click Rules on the Clio card.
2. 2Click New to create a rule, or select an existing rule to edit it.
3. 3Give the rule a name (for your reference only) and add one or more match patterns. Patterns are case-insensitive and punctuation-insensitive. A rule fires when any of its patterns appears anywhere in the item description.

How matching behaves

• Description text is the only thing a rule can match on. Rules are not bound to a particular fee or adjustment record.
• The first matching rule wins, in rule order. Because patterns match anywhere in the description, a broad pattern placed ahead of a specific one will shadow it. Keep specific rules ahead of general ones.
• Editing an item's description can stop its rule firing. The item then exports whole, at full value, with no split. The Adjustments tab reports how many items matched no rule so this is visible rather than silent.
• Each matched row names the rule governing it. A ticked row also offers Don't apply, which exports that item as a single ordinary line using your own amount and tax instead. Useful when a rule matches something it shouldn't and you can't edit rules yourself.

1:1 mode

The item exports as a single Clio expense activity. Choose the tax treatment (No tax, GST, or GST + PST). When tax is selected, the amount is treated as tax-inclusive by default.

Split mode

The item expands into multiple Clio expense activities. Each split activity has its own description, amount calculation, and tax setting. This is useful for items like title insurance or service bundles where the total needs to be broken into components with different tax treatments.

• Fixed amount: a specific dollar value.
• % of total: a percentage of the original item amount.
• Remaining: whatever is left after the other activities. Only one activity per rule can use this mode.
• Full amount: the entire original amount (useful when paired with a condition).
• Formula: a custom expression using total as the variable. For example, total - total / 1.024.

Each split activity can also have an optional condition (e.g. total > 150). When a condition evaluates to false, that activity is skipped.

The export modal previews what a split will produce before you send it. Check it for negative lines: a legitimate credit back to the client looks the same as a fixed amount that exceeds the item total, so both are flagged for you to judge.

View bills

From the Clio menu on a file matter, choose View bills to see the bills on the linked Clio matter, with their status, total, and outstanding balance. You can open a bill to preview it. This view is read-only: bills are created and edited in Clio.

Who can do what

• Manage integrations is needed to connect or disconnect Clio, set tax rates, and create or edit export rules.
• Export to Clio is needed to run an export or view bills from a file matter.

These are separate on purpose: the person doing the billing usually isn't the person configuring rules. That's also why Don't apply exists, so a bad rule match can be worked around without waiting on an administrator.

Coming soon

• Sync Matter data and Contacts with Clio.