Introduction
The Time & Billing Migrator streamlines billing data management in Filevine. This tool allows you to create and manage billing items, invoices, payments, and project funds in bulk, making it perfect for both initial migrations and ongoing billing management.
Important Note: In Filevine, invoice totals are derived from associated billing items. This means successful billing item creation is crucial for accurate invoice totals.
Prerequisites
Before using the Time & Billing Migrator, ensure:
Time & Billing Module Enabled
Must be explicitly enabled in your Filevine Org
Check for the Time & Billing section in Project View
If not visible, it may need to be added via Customs Editor
Contact Filevine support if not enabled
API User Access
"Filevine Integration" user must be on target projects
Without this access, imports will fail
Verify user access before starting imports
Required Permissions
Access to Billing and Billing Setup modules
Appropriate user-level permissions in Org Setup
Access to Advanced Tools as needed
Understanding Field Validation
Time vs. Expenses Validation
Time Entries
Require Billing Item User (User ID)
Must include valid User ID for time assignment
Can use Filevine Integration User ID as a placeholder
Expense Entries
Must NOT include User ID
Will fail validation if the User ID is populated
Different display in Filevine from time entries
Billing Item Fields Validation
Quantity Formatting
Must match Filevine's Minimum Time Increment setting
Supports whole numbers, one decimal, or two decimals
Verify setting in Filevine Billing Setup
Rate Formatting
Use decimal format (0.00)
No currency symbols
Must be valid number
Billable vs. Chargeable Logic
Billable: Controls cost calculation on invoice
Chargeable: Controls invoice eligibility
See validation table in field descriptions
Filevine Payment Settings
Understanding these Filevine settings is crucial for successful payment management:
Automatic Payment Application
When enabled: Payments automatically apply to oldest outstanding invoices
When disabled: Manual payment application required
Consider enabling during migration for easier processing
Project Funds Integration
Invoice Finalization Trigger
Can create payments automatically when invoices finalize
Limited by available fund balance
Partial payments possible
Fund Addition Trigger
Can create payments when funds are added
Applies to outstanding invoice balances
Processes based on current balance logic
Balance Logic
If current balance > project funds: Creates partial payment
If current balance < project funds: Pays invoices in full
Only triggers when current balance is positive
For more information on Filevine's Payment Settings, visit their Support Article.
Creating Billing Items and Invoices
Create billing items and associate them with new or existing invoices in one streamlined process.
Step-by-Step Guide:
Select "Create Billing Item / Invoice" as your job type
Download the CSV template
Fill required fields:
Project ID
Billing Type (Time/Expense/Flat Fee)
Billing Item User (for time entries only)
Additional billing item details
Optional: Fill invoice fields to create/associate with invoice
Upload your CSV
Review and create job
Key Features:
Create billing items and invoices simultaneously
Associate items with new or existing invoices
Support for time, expense, and flat fee items
Flexible invoice status options
Pro Tips:
Allow time for billing item-invoice associations to process
Use unique invoice numbers to avoid association issues
Consider using invoice descriptions for source system references
Check the preview carefully before creating job
Updating Billing Items
Modify existing billing items while maintaining data integrity.
Step-by-Step Guide:
Select "Update Billing Item" as job type
Download CSV template
Fill required fields:
Billing Item ID
Fields to update
Upload CSV
Review and create job
Key Features:
Update multiple items simultaneously
Selective field updates
Maintain data integrity
Pro Tips:
Cannot change item type (create new instead)
Verify invoice status before updating
Use job logs or Filevine reports for IDs
Managing Payments
Create and manage payment records efficiently.
Step-by-Step Guide:
Select "Create Payment Item" as job type
Download CSV template
Fill required fields:
Project ID
Date
Total
Source
Reference Number
Optional: Add Invoice Number for payment application
Upload CSV
Review and create job
Key Features:
Create multiple payments at once
Optional invoice association
Support for payment source tracking
Pro Tips:
Consider enabling automatic payment application in Filevine during migration
Verify invoice totals before applying payments
Monitor for payment application errors
Project Funds Management
Manage trust accounts, retainers, and refunds efficiently.
Step-by-Step Guide:
Select appropriate job type:
Add Project Funds
Void Project Funds
Download CSV template
Fill required fields:
Project ID
Date
Amount
Source
Reference Number
Fund Type (for additions)
Upload CSV
Review and create job
Key Features:
Support for deposits, retainers, and refunds
Bulk fund transaction management
Detailed transaction tracking
Pro Tips:
Verify fund types before import
Keep detailed records of fund transactions
Monitor fund balances after operations
Best Practices for Success
Data Preparation
Import only unpaid or partially paid invoices
Verify data accuracy before import
Maintain source system references
Import Strategy
Test with small batches first
Create billing items before payments
Monitor job logs for errors
Error Prevention
Double-check IDs and references
Verify invoice totals
Allow processing time between operations
Data Validation
Review results after each job
Check payment applications
Verify fund balances
Common Use Cases
1. Legacy System Migration
Scenario: Moving billing data from another system to Filevine.
Solution:
Import only unpaid/partially paid invoices
Create billing items with invoice associations
Apply outstanding payments
Consider periscope for historical reporting
Pro Tip: Document source system information in invoice descriptions for future reference.
2. Bulk Payment Processing
Scenario: Applying multiple payments to invoices.
Solution:
Create payments with invoice associations
Consider automatic payment application
Monitor for application errors
Pro Tip: Enable automatic payment application in Filevine during migration for simpler processing.
3. Trust Account Setup
Scenario: Setting up trust accounts for multiple clients.
Solution:
Use Add Project Funds for initial balances
Document source and reference information
Set up proper fund types
Pro Tip: Create a standardized naming convention for fund references.
Troubleshooting
Common Issues:
Invoice Association Problems
Verify unique invoice numbers
Check billing item creation success
Allow processing time
Review job logs
Payment Application Issues
Verify invoice totals
Check payment amounts
Review invoice status
Consider automatic application
Balance Discrepancies
Audit billing items
Verify payment applications
Check fund transactions
Review job logs
Remember, we're here to help! If you encounter any issues or have questions, reach out to our support team at products@vinetegrate.com.