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Electronic Billing for Legal Solutions Suite

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Jan Stout Posted: Mon, May 3 2010 5:00 PM

We are on Time Matters Enterprise V7 SR 2C.  We do a lot of electronic billing using LEDES 1998B.  We have a new client who uses Legal Solutions Suite.  The invoice needs to be in text format and the invoice format is as follows:

[HEADER]
ABC Insurance Co.
New York, NY
Smith & Jones
White Plains, NY
Simpson vs. Gifford
E1247-RP55
05/14/05
960111
Patrick Hoffman
$740.75
$63.93
$804.68
INITIAL
N/A

[FEES]
1/28/05|ABC|125.00|0.60|"[L230] [A101] Planning and preparation for compliance conference regarding all outstanding discovery."
1/29/05|BBC|62.50|2.50|"[L230] [A109] Travel to and from Sussex County Supreme Court."
1/29/05|ABC|125.00|2.80|"[L230] [A109] Appearance at Supreme Court, Sussex County."
1/29/05|ABC|125.00|0.20|"[L230] [A109] Draft and revise letter to carrier regarding compliance conference."
3/31/05|ABC|125.00|0.20|"[A103] [L390] Draft and revise letter to plaintiff regarding good faith predicate to motion, authorizations for prior treatment and  notice."
3/31/05|ABC|125.00|0.30|"[A103] [L390] Draft and revise letter to carrier regarding issues and prior authorizations, location and cooperation of insured."
3/31/05|ABC|125.00|0.10|"[A104] [L120] Review and analysis of letter from carrier regarding status."
4/10/05|CDC|115.00|0.40|"Receipt and review medical report from Dr. Wilson regarding IME."
4/16/05|JJ|45.00|0.10|"Draft letter to carrier with invoice from Court Reporter."
4/29/05|JJ|45.00|0.20|"Draft letter to carrier with invoice from New York Pain and Medical Services."

[EXPENSES]
1/29/05|XXX|29.20|1.00|"Mileage"
1/29/05|XXX|15.00|1.00|"Parking"
1/29/05|XXX|7.50|1.00|"Tolls"
2/14/05|XXX|5.12|1.00|"Postage"
2/26/05|XXX|6.00|1.00|"Photocopies"
4/16/05|XXX|0.37|1.00|"Postage"
4/16/05|XXX|0.37|1.00|"Postage"
4/29/05|XXX|0.37|1.00|"Postage"

The options I have when setting up a new template are:  LEDES 1998B, Custom, Group, and XML (LEDES 2000).  I am having difficulty getting this template set up.  Is it possible with the options I have?  If so, can someone please give me some helpful hints.  If I does not have the right options, do TM or some third-party vendor offer a template that can be imported and used in Time Matters?

Thanks,

Jan Stout

Sponsler, Bennett, Jacobs & Adams, P.A.

Tampa, FL 33605

813-272-1400

 

 

Jan Stout Sponsler, Bennett, Jacobs & Adams, P.A. Tampa, FL
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Jan, when assisting clients with their ebilling templates, I always recommend for them to obtain the format required by the billing company. Typically the ebilling companies have a contact/department for you to correspond with. This will provide your starting point. And yes Billing Matters will be able to create this electronic billing output file. As you have discovered this can become a little tricky. Once you have ascertained the format type required, you will need to make sure you have all the fields that they require in the output file. At that point you will be ready to set-up the template. Hopefully this provides you with a starting point.

 

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Posts 41
Jwyatt replied on Tue, May 4 2010 8:25 AM

We use Version 7 as well and produce electronic billings for Legal Solutions.  We used the custom template settings when I set it up.  Time Matters gets us about 99% there using the custom template but at the very last step I have to open the resulting file and tweak.  For instance, the label EXPENSES, has to be hand keyed. I suspect a CIC could produce a more elegant solution.

TM has the tools, it just depends upon your level of confidence and experience whether you want to tackle it yourself or outsource it.  My only advice is that to be fair to your firm, once you set it up, document the procedures so you are not the only one who knows how to perform the steps.  Feel free to call me if you get stuck or can't get started.  I know a goog CIC in Florida that we used for other things that might be able to help you.

Jeff Wyatt
Abilene TX

325-676-9183

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Jwyatt replied on Wed, May 5 2010 8:24 AM

One additional comment.  The Legal Solutions format requires the Total for Fees and the Total for Expenses to be included in the header (lines 10&11).  When using TM's custom setting you can enter a ? with a prompt such as "Enter Total Fees".  When you run the Electronic Billing it will then prompt you for those totals and insert the answers where you have put the prompt. 

 

Jeff Wyatt
Abilene TX

 

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Yes you should be able to create this in Time Matters. You need to make sure you have all the fields properly setup and then just go through the process of setting up the fields.

It's more tedious than difficult. You might want to contact a Billing Matters CIC to help.

 

Caren Schwartz (Moderator/CIC)

35-45 Consulting

& Time & Cents Consultants, LLC

Southport, CT

www.3545consulting.com / www.timeandcents.com

203-254-7736

Software for Managing Time, Money & Information

Time Matters, Billing Matters, Billing Matters Plus, PC Law CIC

 

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Posts 4

Thank you, Jeff.  I have it all working now with the exception of getting the [FEES] and [EXPENSES] lines so that will have to be a manual edit. 

Jan Stout Sponsler, Bennett, Jacobs & Adams, P.A. Tampa, FL
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You should be able to get the fees and expenses lines. I believe you need to be using the grouped format in order to get those lines.

 

Caren Schwartz (Moderator/CIC)

35-45 Consulting

& Time & Cents Consultants, LLC

Southport, CT

www.3545consulting.com / www.timeandcents.com

203-254-7736

Software for Managing Time, Money & Information

Time Matters, Billing Matters, Billing Matters Plus, PC Law CIC

 

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