How to Set Up Legal eBill Clients for Law Firms

We understand that each ebill client has unique needs, requirements, systems, and forms. As a result, it is essential to modify the setup instructions for eBilling regularly based upon new guidelines. Based on my experience, I have compiled a list of setup steps that have been successful for most eBill setups. To ensure a successful setup, we need to take several factors into account. We will guide you through each step of the way. If this is a new client setup, we will start from the beginning to ensure that everything is set up properly, so that the firm can function effectively and we can meet all of your client or supplier requirements. If this is a ebill switching system, then we also need to confirm the transitions is smooth and effective.

Documentation 

When setting up a new client account, it's important to ensure they have all the information they need to do business with you. This could include providing them with remittance information and a W9 for tax purposes, especially if you're working in the United States. If your client needs ebills submitted through systems like Coupa, they may require an RFP. Keep in mind that the documentation required can differ from client to client, so it's important to confirm. Smart eBill Team works closely with firms to ensure that all necessary information is provided and that your client setup is a success.

Previous Invoices 

If you are updating your client’s preferred method of billing from traditional billing to eBilling or if a client has decided to update their eBilling system, it's important to consider your previous invoices submitted. Were there any purchases or budgets required before? If so, you need to check to see if a budget or PO will be required this time. Additionally, you need to consider any unpaid invoices. Are there any invoices previously submitted to you that are currently unpaid? If there are, you must confirm if the unpaid invoices will be paid via the current submission or if the invoices need to be resubmitted to you in the new eBilling system, or will the invoices be automatically transferred by the client.

Blackout period 

A blackout period is not something that always happens, but as an organization is getting acclimated with a new system, there are steps and procedures they need to take before accepting invoices. In addition, the organization needs to learn the new system in order to use it efficiently, and that takes time. A blackout period is any time period in which a client or consumer is not accepting invoices by any method or via any system. This is tough to experience when a client has been using an eBilling system for an extended period of time and then you suddenly no longer have access to the client network to check invoice statuses or to see any information for that matter. 
When notice is received regarding a blackout period in the near future, one should make sure to submit any outstanding invoices before the deadline and make sure that you notify the lead attorney and superiors in the accounting/finance department.Also, make sure that you update billing instructions and invoice notes. 

TImekeepers 

When transitioning to a new system, it's important to make sure you have all the correct and accurate timekeeper rates entered into the ebill system for client approval. Once access to the client network has been established, double-check that the rates are entered properly and with as much detail as requested. Of course, there are exceptions to this rule, and sometimes, it's up to the client to submit the timekeepers themselves. It's always a good idea to err on the side of caution and submit the rates yourself when possible. 

It's hit or miss if we recommend that you submit rate end dates when submitting rates, as new rates may not be required or allowed. However, if you do include end dates, make sure to submit the next effective rate within a reasonable time for approval. This ensures that there are no gaps in timekeeper effective rates that could cause confusion or delays. 

Most eBill systems allow for both a submission of timekeepers via the online form or the option to upload a timekeeper template for approval. Once you've submitted the timekeepers, it's important to let your client contact know. I typically follow up with clients every 3 days or once a week, depending on how urgent the setup or setup deadline is.

Matters

It would be ideal if clients granted you access to ebill all open matters in advance, but unfortunately, that's not always the case. As a responsible party, it's up to you to make sure the client understands that access to their matters is imperative. To ensure that everything runs smoothly, I recommend sending the client a complete list of open matters that have any billed or unbilled time entries within the past six months. Then, reach out to the lead attorney for the client and inquire about any new work or additional matters that we may need access to in the near future. If they provide any new matter information, I add it to the list of open matters and request access to bill for all matters at once.

It's important to remember that some systems require manual input of the law firm matter ID, while others, such as Bottomline, require the creation of a matter with law firm access to the client network. Once you receive the matter access and matter IDs from the client, you should input the matter IDs into your law firm time and billing system for efficient ebilling.

Purchase Orders, Budgets, Status Reports, and more …

As a responsible and detail-oriented professional, you understand that clients may have concerns about the status of their work and the resources being allocated to it. To avoid any confusion or delays in the invoicing process, it's important to establish clear communication channels with your clients from the outset. Consulting with the lead or responsible attorney can provide valuable insight and data to satisfy their requirements. Additionally, it's best to monitor spending internally to ensure that any modifications to the original plan are accounted for and avoid unnecessary billing pauses.

Some systems, like Counsellink, allow clients to request Outside Counsel Guidelines acceptance before invoices can be submitted. If this is the case, it's important to download the guidelines without accepting them and send them to the lead attorney or your legal department for review. This will help ensure that all guidelines are being followed and that there are no surprises for either party when it comes time to invoice. Remember, we're here to support you every step of the way and ensure that your invoicing process runs smoothly and efficiently.

Time & Billing System Updates 

To ensure that your LEDES won't get rejected, it's important to take certain steps within your own accounting system to ensure that the LEDES populate correctly. Here are a few updates you can consider:

• Map and require the correct task, activity, and expense codes for all matters once the required codes have been confirmed and restrict timekeepers from using any other code lists.

• Flag the client and applicable matter for billing if the client is 100% billed. If the client requests ebills for a portion of the matters, only flag the billed matters for reporting and billing accuracies.

• Update the billing instructions to include the ebilling system and any additional requirements, including back-up  and deadlines

• Confirm the LEDES format and ensure you have the data setup correctly to populate all required fields.  

• If you use a consolidation system like Billblast or the eBillingHub, ensure all steps to configure a client have been completed. 

• I recommend including a link to a billing guidelines summary and the billing guidelines in the billing instructions so timekeepers and personnel know billing requirements.

Make sure to confirm all Time and Billing System Updates with Accounting Department managers for accurate system configurations.

Testing 

It is easy to think, once all of the configurations have been completed the setup is complete. But there is only one way to know if the setup has been done correctly: prove it. One way to ensure that everything is set up correctly is to test an invoice submission before marking the setup as complete. This means submitting a LEDES file directly to the ebill system without bypassing the consolidation system if applicable and ensuring that it is successfully sent to the client for review. We understand that the steps involved may feel overwhelming and tedious, but our team at Smart eBill is here to assist you with the process and ensure that everything runs smoothly. Please don't hesitate to reach out to us if you require further help or have any questions. Schedule a free consultation today.