The integration between Filevine and NetSuite provides an enterprise-level experience for legal professionals who bill for their work. Filevine is a Legal Platform that helps legal professionals work more efficiently.
Overview
This integration allows information from Filevine, Lead Docket, and Outlaw to be used and synced with NetSuite, allowing professionals to more seamlessly manage contact and case information, track billing items and tasks, and create contracts.
The sync includes:
- Contacts: Contact information can be synced from a Lead Docket lead, and can be synced bi-directionally between Filevine and NetSuite.
- Projects: A project can be created in NetSuite and pushed to Filevine. Project information can be viewed in NetSuite. Select fields will sync bi-directionally between Filevine and NetSuite.
- Time: Time entries and expenses can be created in Filevine and pushed to NetSuite.
- Contracts: Outlaw contracts can be created from NetSuite.
- Tasks: Tasks can be created in NetSuite and synced to Filevine. When the task is completed in Filevine, that action is recorded in NetSuite.
Contacts
Contacts can be synced from either Lead Docket or Filevine. A lead in Lead Docket can be pushed to NetSuite, which will create a client in NetSuite.
A contact in Filevine can be synced with NetSuite. This sync is bi-directional, and updating or deleting the contact in either Fileivne or NetSuite will be reflected in the other.
Lead Docket Lead Push
Create a lead in Lead Docket.
Click Pending Export in Lead Docket’s left side menu. You can view a list of leads that have been signed up and are signed up and eligible for export.
Click Post to Push to NetSuite to push the lead to NetSuite. You will receive a notification informing you that the port was successful.
In NetSuite, navigate to Clients > Lists > Clients to view a searchable list of client. You will see the lead, and its associated information, has been added as a client to NetSuite.
The lead’s name and contact information, along with Lead Docket information like the contact source, are now in NetSuite.
Filevine Bi-Directional Contact Sync
Contacts can be synced bi-directionally between Filevine and NetSuite. Once a contact has been pushed from NetSuite to Filevine, the contact will exist in both NetSuite and Filevine, and updates or deletions of the contact in one software will be reflected in the other.
Create a contact in NetSuite. At the top of the contact, click Send to Filevine.
Once the contact has synced with Filevine, the contact the Filevine section in the contact will be filled in NetSuite, with information like the Filevine ID and contact type.
In this section, under this information, you can also see a list of the requests sent from NetSuite to Filevine.
In Filevine, the contact will be created with the chosen contact types and all contact information.
The following fields will sync:
- First Name
- Middle Initial
- Last Name
- Prefix
- Company
- Job Title
- Phone
- Address
- Contact type (individual or business)
- Contact GUID
Projects and Fields
Users can create a project in NetSuite and push the project to Filevine. Project information can then be viewed in NetSuite. Select fields in the project can be synced bi-directionally.
Create a project in NetSuite. Under Filevine Project, select the project type. Save the project. Once the project is saved, you can click Send to Filevine at the top of the project.
Once the project is pushed to Filevine, you can see the Filevine project details—including a link to the project—in the Filevine Project section in NetSuite.
Once the project is synced with Filevine, you can view the created project in Filevine, including the NetSuite Client ID and Project ID.
The following fields will sync:
- Project Name
- Project ID
- Project Client
- some selected fields, including:
- Unbilled Time
- Unbilled Cost
- Trust Balance
- AR Balance
- Next Item Due
- Next Item Due Type
These fields are synced bi-directionally, and will remain updated. Changes to the fields in either Filevine or NetSuite will be reflected in the other software.
Time Entries and Expenses
Billing items, including both time entries and expenses, can be created and viewed in Filevine and pushed to NetSuite. Learn more about Filevine billing items.
Time entries can be created in many places in Filevine, including the following:
- the project Billing section
- the Timesheet flyout
- in the timer
- in the Outlook Add-In and Gmail Add-On
- from the calendar
- from a task in the project’s activity feed
Once the time entry or expense has been added, it can be synced with NetSuite—either through scheduled intervals, or manually. Once the time entry is pushed to NetSuite will be listed as having the “Synced” status.
Note: The billing items sync will also indicate whether a Netsuite item has passed all necessary NetSuite rules: if a billing item does not pass a rule in NetSuite, the item appears in Filevine with the status “Rejected.”
Once the timer entries and expenses are synced, they will appear in NetSuite under the Resources section of the project.
The following time entry fields will sync:
- Project ID
- Description
- Team Member (Timekeeper)
- Date
- Hours
- Entry ID
The following expense fields will sync:
- Project ID
- Description
- Team Member (Timekeeper)
- Date
- Quantity
- Amount
- Entry ID
Tasks
Tasks can be created in NetSuite and synced to Filevine. When the task is completed in Filevine, the completion is tracked in NetSuite.
Create a task or milestone in NetSuite. Fill out the Filevine information and select Sync to Filevine. Save the task.
When the task is saved, it will be pushed to Filevine. In Filevine, the task will appear in the user’s task list. Once the task is completed, the status of the task in NetSuite is marked as “Completed.”
Contracts
Contracts through Outlaw can be initiated from within NetSuite. Contracts can be generated from projects, vendors, clients, and employees by navigating to the entity in NetSuite and click Create Contract. Then, select an Outlaw template from the dropdown.
Fill out the Parties Information and Variable Information tabs. Any contact in NetSuite can be attached as a party in the Parties Information tab. All variables on the Outlaw template will be listed in the Variable Information section. Fill in the variables to enter them in contract template.
When you have added parties and filled the variable information, click Generate Contract. Once the contract is successfully generated, click on the generated link to view the contract details, including the link to the contract in Outlaw. This information can also be viewed in the entity’s information, under the Filevine section.
Click the Outlaw link to view the contract. You can see the variables you entered, and you can view whether the parties have signed the document.
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