Creating an Electronic Bill (eBill)

Legal Accounting lets you create special digital files of your invoices that some third-party companies need for payment.

Admin Setup: Getting Started

These are the one-time settings an administrator needs to do.

Part 1: Firm Settings

1. Go to Admin Settings > Firm > Settings > Firm.
2. Find Business Numberand fill it in. Your third-party billing company needs this.
   • Canada: This is usually your tax number.
   • USA: This is your business number.
3. Click Save.

Part 2: Users (Timekeepers)

Make sure each person who enters their time on invoices is set up correctly.

1. Go to Admin Settings > Users > Users.
2. Click the pen icon to open the user's profile.
3. On the User Profile tab, check these:
   • First Name and Last Name are filled in.
   • Job Title 1: Enter their job title here. The exact title depends on the type of electronic bill (template) you're creating (e.g. Partner might be "PT" in one template but "Partner" in another)
     
     

     Job Title	LEDES Version	Job Title Code
     Associate	98B, 98BI	AS
     	2000, 2.0	Associate
     Clerk or Secretary	98B	OT
     	2000, 2.0	Secretary, Clerk
     	98BI	SE, NP
     Legal Assistant	98B	LA
     	2000, 2.0	Legal Assistant
     	98BI	Not Supported
     Of Counsel	98B, 98BI	OC
     	2000, 2.0	Of Counsel
     Other	98B, 98BI	OT
     	2000, 2.0	Other
     Paralegal	98B	Not Supported
     	2000, 2.0	Paralegal
     	98BI	PL
     Partner	98B, 98BI	PT
     	2000, 2.0	Partner

4. Click Save.
5. Click on the Associations tab.
   • Ledes ID 1: Enter the timekeeper's Ledes ID here. This is often their initials, but your third-party company will tell you what to use. 
     

Part 3: File Group

When you enter time and expenses for electronic billing, you often need to use specific codes for tasks and activities. It's a good idea to create file groups specifically for electronic billing.

1. Go to Admin Settings > Contact/Casefile> File Groups.
2. Click Add to create a new file group.
   TIP:  Assign a name that's related to electronic billing template you will use. (e.g 98B)
3. Fill in the usual details for a file group, but make sure to select these for electronic billing:
   • Check the box for Task-based bill.
   • Check the box for Require activity code on time and expense entries.
   • Select the Area of Practice. This helps narrow down the list of codes your timekeepers can choose from.
4. Scroll down to the Ledes section.
5. In the Fee Earner’s ID field, select Ledes 1.
6. In the Fee Earner’s Job Title, select Job Title 1.
7. Click Save.
   

File Setup: Getting a Specific File Ready

Once the admin settings are done, you need to tell Legal Accounting which files will be electronically billed.

1. Go to Contacts > File Manager.
2. Search for the file you want to set up for electronic billing.
3. Go to Billing Settings section and expand it.
4. Set the File Group to the electronic billing file group you have created.
   
5. Go to Electronic Billing section and expand it.
6. Select the electronic bill (template) your third-party company requires.
7. After picking a template, fill in all the necessary information for your invoices to be accepted. You might see some extra fields. Some might be labeled "optional," but your third-party company might still need them.
   
8. Click Save.

Using Electronic Billing

Create time and expense entries for e-billing.

1. Create time and expense entry for the file using e-billing task codes.
   
2. Request and finalize the bill (see Creating an Invoice or Bill) to create:
   • A PDF copy of the bill for you to review.
   • A ZIP file containing the special electronic billing files.
     
3. Unzip the files and upload them to your third-party billing company's software or website.

Related Articles

• Creating an Invoice or Bill