Generating Billing Invoices and LEDES Files

Litify's Billing application allows billers to generate invoice files for distribution to clients, as well as LEDES files for those using e-billing.

Table of Contents 

Prerequisites 

Customers with Docrio version 3.4 or later are able to use the auto-merge feature to generate invoice files directly from the Billing app. If you are not a current Docrio user, you can reach out to your CSM or Litify Account Manager for information on gaining access to Docrio. For existing Docrio users, please see our dedicated articles or reach out to our Support team, if you have any questions about how to use the Docrio application. 

Anyone setting up matter billing preferences for Docrio document generation must have, at minimum, read access to the Merge Packet object found within Docrio. This allows billers to point matters to packets they've created within Docrio, and in turn generate invoices using those packet templates.

Billing Application / Invoice Generation Navigation

To access this application, search for and select it from the application launcher near the top-left of the page. When there, you will notice that the application is broken up into three main sections—WIP, Pre-Bills, and Bills. 

November 22, 2021 8:36:59 am - Screenshot

Creating and Assigning Docrio Templates 

Before generating invoices you will need to create an invoice template—and a packet template to hold that template. This template is the foundation that the system will build your invoice from. It includes tags (or anchors) so the system knows exactly what information to put where. 

  • For more information on creating document templates within Docrio please see our dedicated article.
  • For more information on creating packet templates within Docrio please see our dedicated article.

Docrio Packet Assignment

After creating the document and packet templates you will need to point the Billing application to them. This can be done from the Billing Preference section of a matter. You can reach the Billing Preferences menu several ways, however one of the easiest ways is outlined below:

  1. Locate the matter.
  2. Click Client Matter Billing.
  3. Click Billing Preferences.
  4. Expand the Docrio Packet Assignment section.   
  5. Enter the Packet name that you’ve previously created for invoices.
  6. Click Save.

November 22, 2021 8:39:45 am - Screenshot

Remember that each matter is allowed to have one packet for use when generating files. This allows for different matters to use different packets depending on their purpose and needs.

Generating Invoices

Invoices can be generated from either the Pre-Bills or Bills tabs, and can be done at any point as long as the bill exists. 

  1. Navigate to the Pre-Bills or Bills section within the Billing application.
  2. Click the name of the pre-bill or bill you would like to generate an invoice for.
  3. Click Generate Invoice Document.
    • This button is found near the top-right of the bill preview.

      Screen_Shot_2021-11-29_at_10.57.03_AM.png

  4. After clicking the Generate Invoice Document button you will be taken to a new tab. This new screen will update you on the status of your request.
  5. Once the packet merge has completed the page will refresh and a message will appear at the top of the page letting you know that your invoice has been generated. 

    Screen_Shot_2021-11-29_at_10.58.18_AM.png

  6. After the document merge has completed another tab will appear allowing you to view the details of your invoice.
    • There is also a "Related" tab that will allow you to view items related to your invoice.

Alternatively, you can select the Merge Bill button next to the pre-bill or bill you wish to generate an invoice for.

November 22, 2021 8:56:27 am - Screenshot

Generating LEDES Files

The Billing application also allows you to generate 1998B or 1998BI LEDES files based on your bills. 

  1. Navigate to the Bills section within the Billing application.
  2. Find the bill you would like to generate a LEDES for.
  3. Expand the dropdown menu in the Actions row of the bill. 

    November 22, 2021 8:57:26 am - Screenshot

  4. Select which LEDES file format you would like to generate. 
    • Either 1998B or 1998BI. 1998BI fields contain more information. 
  5. Your request will be processed and you should notice the LEDES file download onto your machine.
  6. Click the file to open it and to confirm its contents are correct. 

You can also click a bill from the Bills section, and click the Download LEDES File button. After clicking this button you will have the option to select which version of the file you would like generated.

Troubleshooting

This section includes information that we hope you'll find helpful in the event you run into any trouble while generating invoices or LEDES files.

LEDES "Missing required data..." Error

A "Missing required data..." error may appear when attempting to generate a LEDES file (see example below). This error is the result of the Billing application performing a check on the selected invoice to make sure it meets LEDES standards, and includes the required information, before generating a LEDES file. 

Screen_Shot_2021-11-22_at_5.28.42_PM.png

To resolve this error:

  1. Record the string of characters immediately after "record" in the error message (For example: a014Woooo1Aw6utQAB).
  2. Make note of the fields within the parentheses in the error message (For example: LINE_ITEM_ACTIVITY_CODE, LINE_ITEM_DESCRIPTION, etc.).
  3. Looking at the Litify URL in your web browser, delete everything after ".com/" and then paste the string of characters you copied from the error message. (For example: "https://litify-time-qa-dev-ed.lightning.force.com/lightning/n/litify_time_qa__lit_TimeTrackingAdminSettings" becomes "https://litify-time-qa-dev-ed.lightning.force.com/a014Woooo1Aw6utQAB").
  4. Hit Enter.
    • This should take you to the record that is generating the error.
  5. From the impacted record enter information into the fields you recorded from the error message. 
    • You can either click the pencil icon next to the fields missing information, or click Edit at the top of the page and scroll down to where you need to make changes. 
  6. Click Save.
  7. Go back to the Billing application within Litify and attempt to generate the same LEDES file that was generating the error to confirm that everything is fixed. 

The required fields for LEDES generation come from the Ledes Oversight Committee's formatted required fields. Please see the LEDES website for more information on their standards and error codes.

Related Articles

Was this article helpful?
0 out of 0 found this helpful