Brief Accounting will generate electronic task based billing invoices in the following formats:
LEDES98B
LITIGATION ADVISOR
LEDES2000 XML
TYMETRIX
LEGALGUARD
ICBC
LEDES
Most companies that require electronic task based billing invoices will accept one of the above formats. If you are uncertain which format you require, please contact the insurance company or the electronic billing provider.
Brief Accounting is preloaded with the ABA Litigation Codes (L, A and E codes) which can be assigned to individual Time and Disbursement slip.
The method for printing a prebill or posting an electronic invoice is the same as a regular invoice apart from an extra screen where the electronic invoice format is selected. A text file is then created, ready for uploading via the electronic invoice service provider.
Below are the setup steps required for Task Based Billing:
GENERAL SETUP
EIN or Incorp Number (Canada): Enter the firm’s EIN number in the Company module on the Company tab in the EIN field. Your EIN number is output to the LAW_FIRM_ID field in the Task Based Billing invoice. This is a required field and the invoice will be rejected if it does not contain the EIN number.
MATTER SETUP
Key pieces of information must be entered on the matter card for any matter that will be invoiced electronically. Your provider will either provide you with these two pieces of data or they will be something you setup with them.
CLIENT_ID: Enter the CLIENT_ID provided by the insurance provider in the AKA field on the Matter card in Brief Accounting. The data you enter in the AKA field is output in the CLIENT_ID field in the Task Based Billing invoice. This is a required field and your invoice will be rejected if it does not contain the CLIENT_ID. If you are unsure what the CLIENT_ID is for a given matter, contact the insurance company.
CLIENT_MATTER_ID: The CLIENT_MATTER_ID will be provided by the insurance provider.
The CLIENT_MATTER_ID must be entered in two different places on the matter card in Brief Accounting.
On the Matter card select the arrow drop-down on the top right and select "Info". Enter the CLIENT_MATTER_ID in the Case No. field.
Note! If the Info sidetab on the Matter card isn’t active, change the Practice Area to Litigation. This will enable the Litigation info link and the Info sidetab will be activated.
You also need to enter the CLIENT_MATTER_ID in the "Other: File" field. Click the drop-down arrows at the top right corner again and select Notes. Enter the CLIENT_MATTER_ID in the "Other: File" field.
SLIPS
When entering Time and Disbursement slips, Task and Activity Codes are required on each slip.
In either Brief EnCounter, Brief Accounting, or Docketman on a blank slip:
For time slips:
In the Task field, enter the “L” code.
In the Activity field enter the "A" code.
If the code is not known, type “L” in the Task field (or "A" in the Activity field) then hit the tab keyboard key. A list of the "L" codes (or "A" codes) is displayed from which the correct code may be selected:
For disbursement slips:
Enter an “E” code in the Task field; no Activity code is required.
Note: To print off a complete list of L and A codes:
Select the Lists module icon > Time Codes tab in Brief Accounting and check Show UTBM Codes.
A List of the A and L codes is displayed. Click the Print icon to print a report listing the codes.
To view the Disbursement UTBM codes, select the Disburse tab and Show UTBM.
BILLING
When ready to generate an electronic invoice, select the Billing module > Summary tab.
Enter the File Number in question and click OK (same steps as regular billing).
Click the Post button.
Select Task Based Billing as well as Statement of Fees & Disbursements:
Click Post.
Proceed through the usual posting steps, selecting the desired invoice options.
After the invoice has been printed (to printer or screen or PDF), a Task Based Billing dialog box is displayed. Select the method and click OK:
Note: After the method is selected, the rest of the fields are typically left as what they default to.
A save TBB file dialog box will be displayed. Click Save:
Choose a location and save the electronic invoice.
The invoice can then be uploaded to your provider.
REJECTED FILES
A file may be rejected for a number of different reasons. Normally when a file is rejected, the provider will provide you with specific details on the reason for the rejection.
If a file is rejected:
Make sure all the fields as detailed under GENERAL and MATTER setup are filled out.
If an electronic invoice was posted but either the Client or Matter ID or the Firm EIN number needs to be edited, these edits can be made and the invoice reprinted without having to reverse the invoice.
To reprint an electronic invoice:
Select the Reports menu > Client Statements > Rewrite Task Based Billing File:
Either the invoice number or the GJE number must be enter to re-write the electronic invoice:
If an electronic invoice was posted but needs to be edited in terms of content (rate, hours, slip description, Task or Activity codes), it must be reversed. The slips can then be edited before the invoice is re-posted.
If a file is rejected and you are unsure how to correct, please contact Brief Legal Software support and provide the rejection details from the provider.
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