Invoice files conforming to the LEDES 1998B format can be generated individually or in bulk directly in Filevine. LEDES 1998B is a common standardized electronic billing format.
Setup LEDES 1998B Formatting
Generating fully compliant LEDES 1998B files requires setup at the Org level in the Billing Setup Advanced tool, and at the project level in the project Billing section. Setup includes the following steps:
- enter the timekeeper IDs and classifications
- enter the law firm ID
- define the correct billing code sets and codes
- enter each project’s client matter ID
Rate Schedule Timekeeper Info
Navigate to the Billing Setup Advanced tool by clicking Main Menu > Advanced and then selecting Billing Setup from the left side menu.
In the Rates tab, select the rate schedule you would like to enter the timekeeper information for. Timekeeper IDs and classifications are set by rate schedule. Timekeeper IDs and classifications are copied over when a new rate schedule is based on an existing one.
Set the Timekeeper ID and Timekeeper Classification for any team members whose time will be billed:
- In the Time table, click on a team member to open the Edit Team Member modal.
- Enter the Timekeeper ID and select a Timekeeper Classification from the dropdown. Learn more about LEDES timekeeper classifications.
- Click Save.
- Repeat steps 2-3 for other team members.
Law Firm ID
Navigate to the Billing Setup Advanced tool by clicking Main Menu > Advanced and then selecting Billing Setup from the left side menu.
- In the Billing Setup tool, click the Invoices tab, and then click LEDES Settings.
- Enter the Law Firm ID. This ID must uniquely identify your law firm. Your law firm's Federal Taxpayer ID must be used if operating in the United States.
Billing Codes
Navigate to the Billing Setup Advanced tool by clicking Main Menu > Advanced and then selecting Billing Setup from the left side menu. Click the Codes tab.
LEDES 1998B requires three code sets: two time code sets (one for Task and one for Activity), and one expense code set. The code sets should have the required UTBMS codes.
The Codes tab contains six code sets: two each for time, expense, and flat fee. To set the Org up for LEDES:
- Make TimeCode the “Task” code set
- Make TimeCode2 the “Activity” code set
- Make ExpenseCode the “Expenses” code set
The codes in each code set must follow the codes defined by LEDES 1998B format:
- Task code set: task code sets differ by practice area. Different practice area task codes can be found on the UTBMS website under "UTBMS by Type".
- Activity code set
- Expense code set
Note: To successfully adhere to LEDES 1998B standards, individual billing items must have their relevant codes applied from the matching code set or sets.
Client Matter ID
For each project you would like to generate a LEDES file for, you must enter the client matter ID.
In the project’s Billing section, click the Settings tab (available to project Admins). In the Client Matter ID field, enter the client matter ID. This ID should match the ID of the matter in the client’s system.
Generate LEDES Files
Once the setup is complete, you can generate and download LEDES files. LEDES files can be generated and downloaded individually or in bulk.
Individual Generation
To generate an individual LEDES file, open the desired invoice in the project or in the Billing Advanced tool. Click the vertical ellipsis in the top right corner and select Generate LEDES from the dropdown.
The generated file appears in the top left corner, underneath the generated PDF, with a gray paper icon.
If the LEDES file contains errors, the title of the file will read “CONTAINS LEDES ERRORS.” Click to preview the file and review the errors. If the title does not include this text, the file successfully adheres to LEDES 1998B standards.
Click the caret to the right of the file name and select Download from the dropdown to download the file.
Bulk Generation
To generate and download LEDES files in bulk, navigate to the Invoices tab of the Billing Advanced tool. Click Main Menu > Advanced and then select Billing from the left side menu. Click the Invoices tab.
Select the desired invoices, or choose all invoices by selecting the checkmark box at the top of the list. Click the vertical ellipsis and select Download LEDES. In the pop-up, click Download
.
The LEDES files will be downloaded as a zipped file. If a LEDES file contains errors, the title of the file will read “CONTAINS LEDES ERRORS.” If the title does not include this text, the file successfully adheres to LEDES 1998B standards.
If a file contains errors, open the file to review the errors line-by-line.
Contains Errors
If the generated file name includes “CONTAINS LEDES ERRORS,” the file has at least one LEDES compliance error. Preview or open the file to review the errors. Each line item with errors is followed by a detailed description of the errors.
For example, if a project is missing the client matter ID, the generated file will read “##Error: CLIENT_MATTER_ID is required.”
Once you’ve addressed the listed errors, generate the LEDES file again. If the title does not contain “CONTAINS LEDES ERRORS,” the LEDES file is successful.
Comments
0 comments
Article is closed for comments.