Rocket Matter Knowledge Base LEDES BillingHow to setup and bill in LEDES1998B format

How to setup and bill in LEDES1998B format

LEDES1998B (Legal Electronic Data Exchange Standard) is a commonly used billing convention used in legal electronic billing.  Once LEDES1998B billing is enabled in Rocket Matter, 'Timekeeper IDs' need to be assigned to each Rocket Matter User, and 'Claim Number' needs to be assigned for each Matter billed in LEDES format.   Once Timekeeper and Claim numbers are set, each Time Entry is assigned a 'Billing Code'/'Task Code', and each Cost Entry can be assigned an 'Expense Code'.

1.  Click "Settings".

1.  Click "Settings".

2. Scroll down to select "Enable LEDES 1998B".

2. Scroll down to select "Enable LEDES 1998B".

3.  Select the 'Enable LEDES1998B' checkbox.

3.  Select the 'Enable LEDES1998B' checkbox.

4.  Set your Firm Id, and click "Save".

4.  Set your Firm Id, and click "Save".

LEDES1998B is now enabled in your Rocket Matter Account!

Now that your Firm ID is set, you need to set your individual Timekeeper ID(s) in the Manage Users section.

 

5.  Set Timekeeper Id(s)

a.  Click "Manage Users".

Each Rocket Matter User is considered a Timekeeper for LEDES1998 Billing. By default, ALL USERS ARE ASSIGNED 'Partner/PT" status.  You'll need to change each Timekeeper's ID if they have a different LEDES User ID Status.

b.  Select User Name.

b.  Select User Name.

c.  Enter Timekeeper ID Code, then scroll down and click "OK".

c.  Enter Timekeeper ID Code, then scroll down and click "OK".

Sample Timekeeper ID codes

PT - partner

AS - associate

OC - of counsel

LA - legal assistant

PL - paralegal

OT - other

6.  Set "Claim Number" for each Matter.

a.  Navigate to the Matter, scroll down, and click the 'Pencil Icon' to edit Data.  

a.  Navigate to the Matter, scroll down, and click the 'Pencil Icon' to edit Data.  

b. Type in the 'Claim Number' and click "OK".

b. Type in the 'Claim Number' and click "OK".

7.  Add a 'Task Code'/'Activity Code' or 'Expense Code' for all relevant billable activity

-  LEDES Time Entries have additional 'Task Code' and 'Activity Code' fields.

-  LEDES Cost Entries have an additional 'Expense Code' field.

-  While LEDES is enabled in your system, the 'Task Code'/'Activity Code' and 'Expense Code' options appear in ALL "+ Add Expense or Time" screens, regardless of whether you are billing in LEDES format for that matter.  You may ignote these extra fields, or turn off the LEDES option in Settings when you finish billing your LEDES Matter. option appears when you "+ Add Expense or Time"

a.  Select '+ Add Time or Expense' button

a.  Select '+ Add Time or Expense' button

b.  Add Billing details, including 'Task Code'/'Activity Code' or 'Expense Code' where relevant. Click "OK".

b.  Add Billing details, including 'Task Code'/'Activity Code' or 'Expense Code' where relevant. Click "OK".

-  Type in a few letters in the Code fields, and allow choices to auto-populate.  Select from the yellow drop-down options to ensure reporting ease and accuracy.  

-  'Task Code' and 'Activity Code' appears for Time items

-  'Expense Code' appears for Cost items

8. Run your Invoice in LEDES1998B Format.

When you run a LEDES You MUST specify a Start Date to ensure that the LEDES1998B invoice will accepted by your client:

a.  Navigate to your Matter, and click "view more" to access your Billable Activity page.

a.  Navigate to your Matter, and click "view more" to access your Billable Activity page.

b.  Select 'Start Date' and 'End Date'.  Review your Billable Activity and click "Invoice".

b.  Select 'Start Date' and 'End Date'.  Review your Billable Activity and click "Invoice".

**LEDES Invoices MUST have a Start Date specified!  If this field is left blank, the LEDES invoice will be rejected by your billing system.

c.  Specify Pre-bill or Invoice,  and select "LEDES1998B".

c.  Specify Pre-bill or Invoice,  and select "LEDES1998B".

c.  Select "Next >", and walk through the rest of your invoicing options.

9. Click on the invoice link to download the Invoice.

9. Click on the invoice link to download the Invoice.

The invoice will appear in your computer's Downloads folder.

10.  The invoice is created in .dat format, and can be viewed in TextEdit (Mac) or Notebook (PC).

10.  The invoice is created in .dat format, and can be viewed in TextEdit (Mac) or Notebook (PC).

Tips:  

-  The .dat file can be copied from the text editor, and pasted into Microsoft Excel for further review and editing.

-  LEDES invoices can be created in batches by walking through Batch Billing, and selecting "LEDES1998B" as your file format.  

 

Also view:

How to use Batch Billing

 

Need more help?

Contact our Award-Winning Support Team at (888) 432-1529 or support@rocketmatter.com