Engagement Types are how you define the pricing, capabilities and default behavior of your various services.
One Time Fixed Fee
This is the most straightforward payment structure for your engagements. With a one time fixed fee, the client will be charged immediately upon signing the fee agreement, for the full cost of the engagement.
Fixed Fee with Payment Plan
Sometimes clients prefer to be able to structure a payment plan to make services more convenient or affordable. With a fixed fee payment plan, you can decide the number and frequency of the payments, and ClientRock will automatically schedule and invoice the payments for you.
Because payment plans tend to be very individualized, the payment plan is actually configured once the engagement has been drafted, just before sending it to the client.
If you think you'll use a fixed fee payment plan, select "Fixed Fee" as the default payment structure and enter the total amount of the engagement. You'll be able to set the payment plan terms on a per-engagement basis just before sending the fee agreement.
With a subscription, the client is signing up to pay you a fixed amount periodically until the engagement is over or the client cancels. With ClientRock, you can set the subscription fee and ClientRock will automatically invoice and bill the client on the chosen schedule.
To set up a subscription engagement, simply select "Subscription" as the default payment structure. Then fill in the amount of the subscription and the billing period, and ClientRock will take care of the rest.
Configuring Payment Methods
ClientRock works with LawPay to allow you to choose credit card or ACH compatible accounts to which the payments will be deposited.
You can restrict the methods of payment allowed for an engagement by setting the deposit accounts.
If you don't want to accept credit cards (sometimes preferable to reduce processing fees on larger payments) then you would leave the credit card deposit account blank. This works the same way if you don't want to allow ACH (leave the ACH account blank.)
Choosing a Fee Agreement
When you draft an engagement from an engagement type, ClientRock will automatically assemble your fee agreement from a template. If you have different payment provisions, or different scopes of work depending on the engagement type, you may want to create a Fee Agreement for each one.
Some folks split them by the service they're offering, perhaps having one fee agreement for their subscription plans, and a different fee agreement for their fixed fee engagements. Ultimately it's up to you. You can create as many different fee agreement templates as you like.
One of the more powerful aspects of the ClientRock Portal is the ability to give your clients custom capabilities within their portal. By defining them on the Engagement Type, you won't have to worry about adding capabilities to each individual engagement and you can standardize your workflow.
Here are some common default capabilities that our customers have found helpful:
It can be helpful to schedule a kickoff or onboarding call at the beginning of an engagement. This gives you the chance to collect more information, set expectations and boundaries with the client, etc.
Since this call only happens once, here's how we'd set it up:
- First, create an 'Onboarding Call' Meeting Type.
- Next, create a capability in the engagement and select the meeting type you just created.
- Finally, limit the capability to one time.
Depending on the engagement, you may have resources that you want the client to be aware of. For example, you might link them to a YouTube video, or instructions on how to file with the court, or maybe a welcome presentation. It's totally up to you. For that, we use a Custom Link Capability.
If you want to give your clients access to your calendar (and perhaps restrict that access as well,) you can create a Book Meeting Capability that allows clients to book a client call. Just like in the Onboarding Call example above, just create a meeting type that's intended to be just for clients, add a Book Meeting capability, and then set up whatever restrictions you need in order to give your clients just the right amount of access to your time.