Importing a LEDES Invoice on CounselLink

Importing a LEDES file
Importing a LEDES file via Drag and Drop

 
  Before a law firm or vendor uploads a LEDES1998B, LEDES1998BI, LEDES2000, or Examen file into CounselLink^®, they want to make sure that this is the best option to bill for the matter based on the way the fee structure is designed. It is often easier to do a manual invoice for Multistage fee structures. Review How to Create an Invoice with Flat Rate Fees for CounselLink to learn about how to bill matters with Flat or Multistage fee structures and the special coding needed in the charge line description to tell the system what stage the charge line goes to.

The CounselLink user that is uploading a LEDES file needs to be visible in the law firm office the matter is assigned to. A CounselLink user is visible in an office where they were added to, have a role in, or have had a role in. Review Add a Timekeeper to Multiple Law Firm Office Locations in CounselLink for assistance. The individual who uploads the invoice receives an email that they have uploaded the invoice.

 Importing a LEDES File

Before a law firm begins the invoice upload process, they should verify that the matter is not currently in a Pending Resolution status on the Home tab. This status needs to be resolved before invoicing.

Take the following steps to do a simple LEDES upload (no errors, taxes, currency, etc):

1. Select the client from the list of clients in the upper left corner drop-down list on the Home tab.
   Note: When a different Client is selected while under any of the tabs on CounselLink, users will be directed back to the Home tab under the selected Client.
2. Click +Import Invoice in the Billing panel on the Home tab.
3. Click Browse and navigate to your invoice file.
   Note: If the user does not see their Ledes file, have them check to be sure they select "All Files (*.*)" from the drop-down at the bottom of the File Upload screen.
4. Click Next.
5. Attach documents if needed by taking the following steps:
   1. Place a check in the checkbox for the invoice.
   2. Click Attach Document.
   3. Browse to your PDF.
   4. Enter Document Name.
   5. Click Save.
6. Click Send or Save for Later on the Import Invoice - Final Review page. Final Invoice Yes or No can be selected on this page in the Invoice List section. 
   Note: If you choose Save for Later, the invoice ends up in Billing panel. The clients rules do not run against the invoice. The law firm has to activate the invoice when the invoice is potentially ready to go to the client. When the law firm activates the invoice, the clients rules run against the invoice. If the client requires additional information on the invoice, it must be supplied before the invoice can be activated.
7. Click the 6 digit confirmation number on the Import Invoice - Confirmation page (with confirmation number and Done button) to verify the status:
   • Invoice status Client Review Level 1 etc. - the invoice is available for the client to review and approve. When a LEDES file is uploaded, it usually only takes a few minutes for the file to be parsed and for the clients rules to run, however; it can take up to 24 hours.
   • Invoice Status Pending - there are issues that need to be resolved on the invoice and once resolved then click Activate.

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 Importing a LEDES file via Drag and Drop

Take the following steps to import a LEDES file via Drag and Drop:

1. Select client from list of clients in the upper left corner drop-down list on the home tab.
2. Click +Import Invoice in the Billing panel on the Home tab or Click the Invoice Import button at the top of the Invoices Search page.
3. Click Chose a File to upload button or drag and drop the LEDES file from your desktop.
   Note: You can drag and drop multiple files at the same time. Select all invoices at once, and drag them onto the page.
4. Click Next once all files have been uploaded.
   Note: The progress bar moves to step 2, displaying any validation errors or warnings.
5. Click down arrow next to file to expand any validation errors.
   Each invoice will display one of three symbols:
      Green Check mark: The invoice was validated
      Yellow exclamation point: The invoice will be accepted but certain items were altered to validate properly.
      Red exclamation point: The invoice cannot be validated in its current state. You can continue to the next step with any validated invoices, or you can resubmit this invoice to correct the errors detailed here.
      Click the Back button to resubmit or the trash can icon in the invoice row to remove it from the upload.
   Before advancing, you have two options
   1. Click Next. (This takes you directly to the final steps in the upload process. Skip to Step 8 in this topic. (or)
   2. Check box next to Review Tax and Currency and click Next. (The Review Tax and Currency step displays).
   Note: These steps are used primarily for 1998B files, where you can manually select your currency and tax selections for each invoice.
6. Select Currency and Tax information from the drop down options as needed.
   Note: If there are no expenses on the invoice, the Expense Tax field will be read only.
7. Click Next.
   Note: The final Review and Add Attachments steps displays.
8. If needed, select invoice(s) and choose one of the following:
   • Add Attachment (You must have the Document Administrator role to add attachments.
     • Choose a File or drag and drop from your desktop to the Add Attachments window. (You can also enter a URL to an external file.
     • Enter a Document Name.
     • Click Upload Document(s).
   • FastTrack: Click to use FastTrack for your invoice(s). This option shows if it is enabled for your client and your firm is enrolled.
   • Final Invoice: Click if the invoice(s) selected will be your final invoice.
9. Click Send to Client(s).
   Note: Click Save for Later if you wish to delay sending to the client. The invoice will be put into a pending state.

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