Overview

ℹ️ Feature Availability
The functionality described below may not yet be available in your environment. New features are released progressively and may be available to Pilot or Early Access customers before general availability.

Fee Collection Profiles control how fee collections are allocated when an invoice is receipted.

The standard Efimis cash allocation order is unchanged. Once the fee portion is reached, the Fee Collection Profile determines how collected fees are allocated, and any related tax is allocated pro-rata using the same split.  

Profiles are created by describing the required allocation rules in natural language. Eve generates a draft set of allocation rules from those instructions, which should be reviewed before saving the profile. Fee Collection Profiles support allocated fee collection reporting, allowing firms to report on Allocated Collections separately from traditional Gross Collections. Reporting is available through Fee Analysis Pivot, Referral Fees Analysis and Eve. 

 They allow firms to separate:

• Who performed the work through billing or production
• Who receives credit for collected fees through allocation

Fee Collection Profiles only affect the allocation of the fee portion of a receipt.
They do not change:
Who billed the work
Ownership of time entries
Billed fee values
Fee write-offs
Credit note allocations

Understanding Fee Collection Profiles

What is a Fee Collection Profile?

A Fee Collection Profile is a reusable configuration that defines how collected fees are allocated.

A profile contains:

• One or more allocation rules
• Allocation percentages, including flat percentage rules or tiered percentage rules where different percentages apply to different amount bands. 
• Optional effective dates

Profiles can be reused across multiple:

• Clients
• Matters

Profiles are centrally managed and are not duplicated when assigned to different Clients or Matters.

Accessing Fee Collection Profiles

Navigate to:

Settings → Firm Settings → Billing → Fee Collection Profiles

From here authorised users can:

• Create profiles
• Edit profiles
• Disable profiles

Fee Collection Profiles may not be enabled in every environment. Contact your system administrator if the option is not available under Settings → Firm Settings → Billing.

Fee Collection Profile List

The Fee Collection Profile list displays all configured Fee Collection Profiles.

Profiles are separated into two tabs:

The list displays:

Use the More Actions (⋮) menu to:

• View the profile
• View Recent Activity
• Make Firm Default
• Mark as Inactive

Only one Fee Collection Profile can be configured as the Firm Default at any time.

Creating and Managing Profiles

Creating a Fee Collection Profile

To create a new Fee Collection Profile:

1. Navigate to Settings → Firm Settings → Billing → Fee Collection Profiles.
2. Click Add Fee Profile.

The Add Fee Collection Profile window opens.

Step 1 – Enter a Profile Name

Enter a meaningful name that clearly identifies the purpose of the profile.

For example:

• Standard Collections
• Referral Collections
• Partner Allocation
• Introducer Allocation

The profile is not final until the generated rules have been reviewed and saved.

Step 2 – Describe the Allocation Rules

In the prompt field, describe how collected fees should be allocated.

You can specify:

• recipient types (such as Client Introducer, Person Acting or Person Responsible)
• individual employees
• allocation percentages
• optional effective date ranges
• tiered percentage rules, where different percentages apply to different receipt amount bands 

For example:

Client Introducer receives 20%. Person Acting receives 10%. John Smith receives 5% between 01/05/2026 and 31/05/2026.

Eve uses the information you provide to generate draft allocation rules for the profile. 

Describe each allocation rule as clearly as possible. Including recipient names, percentages and any effective dates helps Eve generate the correct allocation profile.

Step 3 – Create the Profile

• Click Create
• Click Save or Save & Close

Once saved, the new Fee Collection Profile becomes available for assignment.

Viewing and Editing a Profile

To view or edit an existing Fee Collection Profile:

1. Navigate to Settings → Firm Settings → Billing → Fee Collection Profiles.
2. Locate the required profile.
3. Select More Actions (⋮).
4. Select View.

The profile displays:

• the profile name
• the allocation rules configured for the profile
• the recipient and allocation percentage for each rule

From the profile, authorised users can:

• edit the profile name
• add allocation rules manually
• edit existing allocation rules
• remove allocation rules
• view Recent Activity
• mark the profile as Inactive

To rename the profile, open the More Actions (⋮) menu and select Edit Name.

Changes to a Fee Collection Profile are not retrospective. Existing fee collection allocations remain unchanged. Future receipts use the updated profile configuration where the matter is using that profile, based on the receipt’s Period Date.

How Fee Collection Allocation Works

Collection Order

Collections are allocated to invoice components in the following order:

Fee Collection Profiles only apply to the fee collection portion of a receipt.

How Allocation Works

Each profile contains allocation rules that specify:

Allocation rule effective dates are assessed using the receipt Period Date. Total active allocation cannot exceed 100% for the same receipt amount/date.

If a rule refers to a person who is not set on the client or matter, for example Person Assisting where no assisting person exists, the rule is skipped. Any remaining amount is then allocated pro-rata between the invoice billers.

Partial Allocation Profiles

If the profile rules total less than 100%, the remaining percentage is allocated pro-rata between the invoice billers. 

Example

Remaining Allocation: 65% (allocated pro-rata between invoice billers)

Allocation Recipients

Profiles can allocate collections to the following recipient types:

Assigning Fee Collection Profiles

Fee Collection Profiles are optional. Client and Matter records can remain Not Set where a profile is not required. If no profile is available through the inheritance rules, the standard pro-rata fee collection allocation is used.

Profiles can be assigned at either:

Inheritance Rules

Fee Collection Profiles follow system inheritance rules.

When a Matter is created, the profile is assigned in the following order:

1. Matter profile (if selected)
2. Client profile
3. Firm Default
4. Standard pro-rata allocation

Changing the client profile or firm default later does not automatically update existing matters.

Client Level Assignment

When assigned at client level:

• New matters created for the client inherit the profile by default, unless a different matter-level profile is selected. 

Matter Level Assignment

When assigned at matter level:

• Matter profile overrides client profile

Firm Default Profile

A Fee Collection Profile can be designated as the Firm Default.
The Firm Default can be applied when a new Client or Matter is created and no other profile has been selected. 

To set a profile as the Firm Default:

1. Navigate to Settings → Firm Settings → Billing → Fee Collection Profiles.
2. Locate the required profile.
3. Select More Actions (⋮).
4. Select Make Firm Default.

The current Firm Default profile is identified by the Firm Default badge in the profile list.

Profile Lifecycle and Validation

Profile Updates

Profile changes are not retrospective.

This means:

• Historic collections remain unchanged
• Existing reports remain unchanged
• Future receipts use the profile configuration and allocation rules applicable to the receipt’s Period Date, where the matter is using that profile. 

Receipt Reversals

Where a receipt is reversed or unlinked, or an invoice is unfinalised, the original allocation is reversed using the rules that applied when the receipt was posted. Current profile settings are not re-applied.

The system:

• Reverses allocations using the original allocation rules that existed at receipt posting

Current profile settings are not re-applied.

Validation Rules

The system validates profiles during creation and editing.

Validation Rule

Named Employee rules must refer to a valid employee. Invalid profiles cannot be saved.

Disabled Profiles

When a profile is disabled:

Disabled profiles cannot be selected for new client or matter assignments. Existing matters or clients that already reference the profile are not automatically changed. Review existing matter assignments before posting further receipts.

Permissions & Security

Fee Collection Profiles are managed within:

Settings → Firm Settings → Billing → Fee Collection Profiles

As allocations affect financial reporting, access is permission controlled.

Create, edit, disable and firm default actions require the appropriate setting permissions.

Supported Actions

Authorised users can:

• Create profiles
• Edit profiles
• Disable profiles
• Set a Firm Default profile

Reporting

The system supports two collection reporting methods.

Gross Collections

Gross Collections use the standard pro-rata fee collection reporting method. 

Collections are allocated:

• Based on fees billed
• Pro-rata between the invoice billers

Allocated Collections

Collections are allocated:

• According to the Fee Collection Profile stored on the Matter at the time of receipt 
• Using profile rules effective for the receipt’s Period Date. 

Report Selection

Users can switch between:

Reports Supporting Fee Collection Profiles

• Fee Analysis Pivot
• Referral Fees Analysis
• Fee Earner Performance
• Eve

Eve Reporting

Eve supports both Gross and Allocated fee collection reporting.

You can ask Eve questions about Gross Collections, Allocated Collections, or compare both reporting methods over a specified date, date range or reporting period. 

For example, you can ask Eve:

• Show Gross Collections for Fee Earner A for a specified date or date range.
• Show Allocated Collections for Fee Earner A for a specified date or date range.
• Compare Gross and Allocated Collections for Fee Earner A over a selected reporting period.

This allows users to compare Gross Collections and Allocated Collections directly through Eve without running reports manually. 

Referral Fees Analysis Behaviour

For Allocated collections:

• The recipient of allocated fees appears as the Biller
• This applies even if they did not bill any fees on the invoice

Write-Offs

Fee Collection Profiles do not apply to:

• Fee write-offs
• Credit notes

Write-offs continue to be allocated using existing billing logic.

Worked Example

This example shows how a Fee Collection Profile allocates the fee portion of a receipt.

The invoice includes 5,000.00 in fees and 500.00 in tax, giving a total invoice value of 5,500.00.

Allocation Profile

The active profile rules total:

20% + 10% + 7.5% = 37.5%

The remaining 62.5% is allocated pro-rata between the invoice billers.

Invoice Issued

The relevant Matter information is:

Original Fee Distribution

The invoice fees were billed by:

These proportions are used to allocate any fee collections not assigned by the profile rules.

Receipt Received

A payment of 4,000.00 is received. 

Receipt Period Date: 15 January 2026 

As the invoice includes 10% tax, the receipt is divided as follows:

The Fee Collection Profile applies to the 3,636.36 fee portion. The related tax is allocated pro-rata using the same allocation split. 

Applying the Profile Rules

The active profile rules allocate:

The amount remaining for pro-rata allocation is:

3,636.36 − 1,363.64 = 2,272.72

Joseph C does not receive an allocation because the receipt’s Period Date of 15 January 2026 falls outside the rule’s Effective To date of 31 December 2025. 

Allocating the Remainder to Billers

The remaining 2,272.72 is allocated pro-rata using each biller’s original share of the fees.

Final Fee Collection Allocation

Write-Off Example

After receiving the payment, the remaining invoice balance is:

5,500.00 − 4,000.00 = 1,500.00

This consists of:

If the remaining 1,363.64 in fees is written off, the Fee Collection Profile is not applied. The write-off continues to follow the original billing proportions. 

Fee Collection Profiles affect collected fees only. They do not affect fee write-offs or credit notes. Standard billing allocation rules continue to apply.

Key Rules Summary

Best Practices

• Keep allocation profiles simple and easy to audit.
• Check existing matter assignments after changing or disabling a profile.
• Do not assume that changing a client profile or firm default will update existing matters automatically.
• Review generated rules before saving a profile created from a prompt.
• Use descriptive profile names that clearly identify their purpose.
• Review Effective From and Effective To dates carefully.
• Avoid duplicate or overlapping allocation rules.
• Use Matter-level overrides only where required.
• Review Allocated collections against Gross collections to verify reporting.
• Validate profiles before assigning them to Clients or Matters.
• Disable profiles that are no longer required rather than modifying historic allocations.