Kelli,   A possible solution with that "type" of client is to discuss with them
that the fee be "all inclusive" with copy costs added into the total.  Say you
do an avg. of 3 copies per order for them, then just raise the base rate on that
type of search by $ 3 when it is billed, and their accounting dept. will have no
difficulty in sending you out the correct total amount for the search and copies.
If they do not want to agree to that system, maybe it tells you then, they are
really trying to "skin" you for the amount of the cost of the copies and you may
want to consider not doing any future work for that firm.  Remember, they all
have to cut corners somewhrere to make the bottom line look good .
George