Overview
You can choose to import client and matter ledgers from another system into ZenCase during data migration phase only. A ZenCase staff member will enable your data migration permissions and once Go Live is completed, the data migration permission will be removed.
Full Billing Migration Versus WIP Billing Migration
There are two approaches you can take with migration the billing data from another system into ZenCase:
Full Billing Migration: Migrate the entire billing data as actual invoices, charges, payments, and payment allocations from another system into ZenCase which will allow users to work with old invoices and payments. This approach will require verification of ALL of the billing data to ensure the legacy data is accurate and correct before import. We also recommend verifying the ZenCase A/R matches the other system's A/R. This migration can be completed in approximately 3-6 months depending on the amount of data to migrate and the accuracy of the data.
WIP Billing Migration: Migrate only the WIP (unsettled invoices and payments) billing data as actual invoices, charges, payments, and payment allocations from another system into ZenCase which will allow users to work with only unsettled invoices and payments. All settled invoices and payments will be imported into a legacy billing records table as-is and can be viewed for reference. This approach will require verification of only the WIP data to ensure the legacy data is accurate and correct before import. We also recommend verifying the ZenCase A/R matches the other system's A/R. This migration can be completed in approximately 1-3 months depending on the amount of data to migrate and the accuracy of the data.
We fully recommend the WIP Billing Migration which will provide the user with their legacy billing data for reference so they can focus on working with unsettled invoices and payments going forward.
The following guides below will walk you through how to perform a WIP Billing Migration.
Import Settled Invoices In Client and Matter Ledgers
All settled invoices and payments should be imported into your client and matter ledgers. We recommend unbilled or unsettled invoices and payments (WIP data) to be imported individually using the invoices, charges, payments, and payment allocations CSV importers.
Please refer to the following guides to import client and matter ledgers:
Import Legacy Billing Records
All settled invoices and payments should be imported into the Legacy Billing Records table so that you always have a reference of the past settled billing data.
You can use our CSV template file to ensure you format your CSV correctly.
Download Legacy Billing Records Template
Fields that can be imported:
The legacy billing records template is unique in that it only requires a few columns with values and any additional columns that are added to the CSV file will automatically be added to the table as new columns.
Field Name | Data Type | Required | Import Rules |
Record Type | string | Required | Options: AR, Fee, Expense, Invoice, Payment, Credit Memo, Trust |
Number | number or string | Required | This is the record number which supports a string value. For example, if you are importing invoices, this would represent the invoice number. |
Client Number | number or string | Required | Client must exist in ZenCase in the Contacts table. |
Matter Number | number or string |
| Matter must exist in ZenCase in the Matters table. |
Member Number | number |
| Member must exist in ZenCase in the Members table. |
Task Number | number |
| Task must exist in ZenCase in the Tasks table. |
Date | date string | Required | The date of the record transaction. For example, if you are importing invoices, this may represent the invoice date. Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY. |
Amount | number or string | Required | The amount of the record which supports both negative and positive values. |
Actual Hours | number or string |
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Adjusted Hours | number or string |
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Bill Rate | number or string |
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Description | string |
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Status | string |
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External Link | string |
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Additional Columns:
You can add any additional columns in the CSV file and they will be imported as-is raw into the legacy billing table. For example, if you are importing invoices, you can add a new column for “Legacy Invoice Number” in the CSV file, and this will automatically be created and imported into the legacy billing table for Invoices as a new column in the table.
Upload Your CSV File
Once you have your CSV file filled out, you can then upload your CSV from ZenCase:
Go to Firm Settings > System > Legacy Billing page
Note: A ZenCase staff member will need to enable your data migrations permissions to be able to import into this table
Click the "Import Legacy Billing Records From CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.
Import WIP Billing Data
After you have imported all of your settled billing data, you can now import the WIP billing data into the invoices, charges, payment, and payment allocations CSV importers.
Please refer to the article for How to Import Unbilled And Billed Time Entries, Expenses, Invoices, And Payments
Once all of the data has been imported, you can view the client and matter A/R reports from the Reports page in ZenCase. We recommend you verify the A/R reports from another system with ZenCase to verify accuracy of your import.
Let us know if you have any questions!