The State Bar of California Information Technology

Agency Billing

User Guide

12/08/2017

Agency Billing Program - Index

Content Pages

Application Overview 3

Accessing the Application 4 – 5

Registering a New Firm 6 – 10

Returning User 11

Forgotten Password Reset 12

Adding and/or Reconciling Attorney List 13 – 18

Updating Donations 19 – 21

Updating Sections 22 – 24

Updating Deductions 25

Legal Specializations 26

Attorney Options 27 – 28

Invoice and Payment Gateway 29 – 32

Bar Card Ordering 33

Payment Confirmation 34

2

Application Overview

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• The Agency Billing Application allows your

Agency to create a profile, add all of your

attorneys, manage donations and deductions

and to pay for all their fees at one time via

ACH or Credit Card.

• The following pages will take you through the

application functionality.

• Email AgencyBilling@calbar.ca.gov or call

1(888)800-3400 for assistance.

Accessing Agency Billing Application

1. Navigate to http://www.calbar.ca.gov

and click “Log In”

2. Click on “Agency Billing” in the

left navigation bar.

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Accessing Agency Billing Application

3. Click “Log in” to be taken to the Agency Billing Application log in page

Note: Click this link to navigate back to the Agency Billing User Guide

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Agency Billing Application Home Page

6

Register your agency for the first time

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Register your agency for the first time

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3. Continued

d. Enter your “Sign In Account” information. This will be

your “User Name” to sign in each time you want to

access the Agency Billing application.

(Administrators change so don’t use your name

here).

e. Enter the “Password” you will use to access the

Agency Billing application.

f. Re-enter your password in the “Confirm Password”

field.

g. Create an “Agency Short Name” specific to your

branch location (i.e., LawfirmSoCal)

h. Click “Remember Computer” ONLY if you are on a

private home or office computer. This will enable you

to sign in again without additional validation. This

functionality will not work if the browser you are using

is set to “delete cookies upon exit”.

i. Click “Submit” (you will be taken to the next page to

set up your Agency information.

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Register your agency for the first time

3. Continued

j. Enter the First and Last name of the

Administrator who will be the

primary user of the Agency Billing

Application. (Middle name is

optional).

k. Enter the Agency address

information including floor or suite

number if appropriate.

l. Add the primary contact phone

number for the Administrator.

m. Add an additional contact number

(this is helpful when the primary

administrator is unable to be

reached).

n. Add an alternate email address.

This will serve as “backup” contact.

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Register your agency for the first time

3. Continued

o. Choose 3 security questions.

p. Provide an answer to each security

question.

q. Click “Complete Registration”. This

will take you to the home page for the

application where you will enter your

new “Sign In Account” name and

password.

Agency Billing Program – Sign In Account

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Once you complete the registration process, you will be taken back to the home page for the application. Enter the

“Sign In Account” user name and “Password” that you created when you registered your agency. Click “Sign In”

and you will be taken to your agency dashboard

Reset a Forgotten Password

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• Select “Forgot Password” and be prepared to answer one of the security questions that were selected when your account was set up. This will allow you to select and save a new password.

• If you are a new administrator and are unable to answer the security questions send an email to AgencyBilling@calbar.ca.gov and request an Admin reset and one will be sent to you by email.

Agency Billing Program - Attorney Template

You will now be at your dashboard page. Here you will be able to add your attorneys for fee management and

payment processing. If this is your first time using the system, please click “Attorneys Template” to download

the blank spreadsheet.

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Agency Billing Program – Attorney Template

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1. To save the file to your desktop or a folder

of your choosing, in excel click the tab

that says “File”

3. Enter a file name you will remember and place the file on

your desktop or in a folder (example below)

2. Click “Save As” 4. Once you have determined

the location you wish to place

your file, click “Save”

4. Click “Save Uploaded

List” and voila! All your

uploaded attorneys will

show on your

dashboard

Agency Billing Program - Upload Attorneys

1. Once you click “Upload Attorneys” it will open a new box for you to select your saved spreadsheet and

load it into the system

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2. Now click “Click here to

upload attorneys”

3. A screen will open where you will now find

your saved spreadsheet and select it for

upload by double clicking the file.

Agency Billing Program – Save My Changes

Now that your attorneys are loaded, click on “Save My

Changes” to calculate the total amount due. If you log out of

the system before saving your changes, they will revert back

to your prior selections. Save before exiting to keep any

changes.

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Total amount due for all

attorneys including

Donations, Sections

and Deductions

“Pay this amount” takes you

to the payment gateway

“Welcome”: No matter where

you are in the application,

clicking here will take you back

home to your Dashboard.

Agency Billing Program – Add Attorney

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Your Dashboard allows you to add additional Attorneys to your firm. Alternatively, if you have added someone incorrectly or if

someone has left your employ, you can delete an Attorney from your list. Save before exiting to keep any changes.

When you click “Add

Attorney”, a new

window will open and

allow you to select

the Branch the

Attorney is located in

and enter their

Attorney number.

Click update to

validate the

Attorney number

and add that

attorney to your list.

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Agency Billing Program – Branch/Location

The Agency Billing Application allows you to keep track of your Attorneys who have California Bar Fees due but reside in

locations other than California. Click the Branch/Location button to add all branches your Agency has and associate your

Attorneys to those locations or branches. Save before exiting to keep any changes.

Agency Billing Program - Donations

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2. Choose which donations you

would like to make and what

amount you wish to donate.

Click “Apply Donations”. Your

totals for the “Attorney

Donations” will show in the

line for each Attorney.

Additionally, you can remove

donations from all attorneys

by selecting the box next to

the donation agency and

clicking “Remove Donations”.

1. Click on “Donations” to bring up the Donations box. This feature allows an Agency to make donations to multiple organizations on

behalf of the Attorney. Save before exiting to keep any changes.

Agency Billing Program – Attorney Donations

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1. Click on the “Donations” tab and you can manage donations at the individual level for your Attorney. You can click “Add/Update

Donations” and a new box will open allowing you to add or remove donations. Save before exiting to keep any changes.

2. Once you select Apply or Remove the

donation, the donations will be added or

removed as selected

Agency Billing Program – Agency/Firm Donations

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1. Click on “Agency/Firm Donations” tab within the Donations tab to access the Agency Donations box. This feature allows an Agency

to make donations to multiple organizations on behalf of the Agency. Save before exiting to keep any changes.

2. Choose which donations you would

like to make and what amount you

wish to donate. Click “Apply

Donations”. Your totals for the

Agency Donations will show on the

Invoice under Agency/Firm Donations

Agency Billing Program - Sections

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Click on “Sections” tab to manage Attorney Sections. This feature allows an Agency to decide which and how many Sections they wish to

pay for the Attorney. This shows how to remove Sections. Save before exiting to keep any changes. See the next page for adding Sections.

2. Click “Remove sections

for all attorneys” to

remove all sections from

all attorneys

Agency Billing Program - Sections

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1. Click on “Options” for the Section you wish to modify and a new window will open to choose additional Attorneys to add

You will see which Attorneys currently have this section

if you didn’t “Remove sections for all attorneys”

2. Click the box next to the Attorney to choose

additional Attorneys to add to the section.

Click “Add Selected Attorneys” and the section

will be added to each chosen attorney. You can

click “Clear Selection” if you have selected

incorrectly.

Agency Billing Program – Attorney Options

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1. You can also add Sections to individual attorneys by clicking on the “Sections” tab as well as see any Sections the Attorney

may already have listed. Click “Add Sections” to add as many Sections as you wish to pay for your Attorney. The system will

add them and calculate the total for you. Save before exiting to keep any changes.

Agency Billing Program - Deductions

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1. Click on “Deductions” to bring up the Deductions box. This feature allows an Agency to take applicable deductions for all

Attorneys of their Agency. Save before exiting to keep any changes.

2. Select the deduction

shown by clicking the box

next to it to select it. Click

“Apply Deduction(s) To

All Attorneys”. This will

apply the deduction to all

Attorneys and the

deduction amount will

show under the

Deduction tab for the

Attorney. You can also

“Remove Deduction(s)

From All Attorneys” if you

decide not to take

Deductions.

Agency Billing Program – Specializations

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When you click on the “Specializations” tab you will see any Legal Specializations the Attorney is qualified for. You can choose

to pay or not pay for these when they are applicable. Save before exiting to keep any changes.

Agency Billing Program – Attorney Options

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Earlier you managed Donations and Deductions as a group for all your Attorneys. You can also manage these items as well as

Section Fees and Legal Specialization Fees when applicable. You will also have the ability to print documents such as the

Attorney‘s fee statement. Click on the box with the 3 lines that show under Options for the Attorney you wish to manage additional

items.

At the top of the box you will see the

Attorney name and number to make

it easier to remember who you are

working with. The first tab, “Fees and

Costs”, shows you all the fees this

Attorney owes for the 2017 billing

year. This total amount also shows

on your dashboard under Fees.

Click on the box with the 3 lines that show under Options then lick on the “Documents” tab to print a copy of the Attorney’s fee statement

Agency Billing Program – Attorney Options

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Agency Billing Program – Invoice

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For those Agencies paying by check, we have provided the ability for you to “Download Invoice” which will show all your selections

and totals to submit to the State Bar with your payment.

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Agency Billing Program – Payment Gateway

Once you have completed all selections and the system has calculated your total, click on “Pay this amount” and you will be

taken to the Payment Gateway to complete the processing of your payment.

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Agency Billing Program – Payment Gateway

Clicking the Pay this amount button opens a new window for you to select your payment method. We will accept both ACH and Credit

Card payments. Choose your payment method. The following slides will show you the process for both credit card and ACH*

1. Choose Payment Method

*If using a corporate credit card that is in your name,

enter in the manner below and ensure you have the

correct billing zip code:

First Name: Your First Name as shown on credit card

Last Name: Your Last Name as shown on credit card

Do no leave any field bank

2. You can choose Credit Card, complete

all information and click “Next” and

complete the payment process

*If using a credit card that is in the name of

your firm or agency enter in this manner:

First Name: NA

Last Name: The full name of your

firm/agency

Do not leave any field blank

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Agency Billing Program – Payment Gateway

Clicking the “Pay this amount” button opens a new window for you to select your payment method. We will accept both ACH and Credit

Card payments. Choose your payment method. The following slides will show you the process for both credit card and ACH*

2. or, you can choose ACH,

complete all information

and click “Next” and

complete your payment

process

*If using a checking account that is in the name

of your firm or agency enter in this manner:

First Name: NA

Last Name: The full name of your firm/agency

as shown on the checking account

Do not leave any field blank

*If using a corporate checking account that is in your

name, enter in this manner:

First Name: Your First Name as shown on the check

Last Name: Your Last Name as shown on the check

Do not leave any field blank

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Once your payment has successfully processed, you will log back into the system, click on “Plastic Bar Card Request” and this window will

open, allowing you request a plastic bar card to be sent to your Attorneys. Once you select the box for the attorney or select all for the

group, click on “Generate plastic bar card for selected Attorneys” to complete the process.

Agency Billing Program – Bar Card Ordering

Agency Billing Program – Payment Confirmation

Once the fees have processed successfully, the Attorney will receive an email advising his or her Bar Fees have been paid and to

log into their “My State Bar Profile” to pay any additional fees not paid by the agency or complete any other necessary transactions

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Please email your questions and comments to the State Bar at

AgencyBilling@calbar.ca.gov or call 1-888-800-3400.

Agency Billing Program – Questions?