Overview
ZenCase supports LEDES billing which can be enabled for the firm. When generating LEDES invoices, ZenCase follows the standard LEDES 98B format as the default template format.
You can read more about the LEDES 98B Format and specifications to ensure that your e-billing provider will accept the following format.
There may be times where you need to have a custom LEDES billing format to meet certain e-billing provider's requirements.
ZenCase allows you to create custom LEDES billing format templates which can be configured at the client, matter, and invoice levels in which to generate LEDES invoices with the corresponding template.
Security Permissions
You should have "View" and "Create" firm settings permissions and LEDES Billing enabled to get access to create LEDES File Templates table.
How To Create A Custom LEDES Billing Template
In order to create custom LEDES billing templates, you must enable LEDES billing for your firm. Go to Firm Settings, then click on the Configurations tab. Click on the Billing & Payments tab. Click to toggle on the "Enable LEDES Billing" button which will turn blue when enabled.
After you have enabled LEDES billing, you will be able to create custom LEDES templates.
Click on your name in the upper right corner of the screen.
In the navigation pop up window, click on "Firm Settings".
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click on the "LEDES File Templates" tab.
Click on "Add LEDES File Template" button.
Enter the name of your custom LEDES template.
Enter the description.
You have two options:
Upload a ".txt" file as the file template you would like to use.
Type in the "File Template" field.
Adjust your template as needed in the "File Template" field.
Click "Save".
Congratulations! You have successfully create a custom LEDES billing template.
Next step is to configure this custom LEDES billing template on the client, matter, and/or invoice in order to use the custom template.
Sample Custom LEDES 98B Format File Template
An example custom LEDES file template would be to show the template in the standard LEDES 98B format. You can easily modify the template fields to support custom data, such as a matter custom field for "Claim Number".
The main components in a standard LEDES billing template include the header section, the defined columns, and then the content. LEDES will typically be pipe "|" delimited and include brackets "[]" at the end of each line.
Refer to the list below for supported fields in which to customize your LEDES template.
LEDES1998B[]
INVOICE_DATE|INVOICE_NUMBER|CLIENT_ID|LAW_FIRM_MATTER_ID|INVOICE_TOTAL|BILLING_START_DATE|BILLING_END_DATE|INVOICE_DESCRIPTION|LINE_ITEM_NUMBER|EXP/FEE/INV_ADJ_TYPE|LINE_ITEM_NUMBER_OF_UNITS|LINE_ITEM_ADJUSTMENT_AMOUNT|LINE_ITEM_TOTAL|LINE_ITEM_DATE|LINE_ITEM_TASK_CODE|LINE_ITEM_EXPENSE_CODE|LINE_ITEM_ACTIVITY_CODE|TIMEKEEPER_ID|LINE_ITEM_DESCRIPTION|LAW_FIRM_ID|LINE_ITEM_UNIT_COST|TIMEKEEPER_NAME|TIMEKEEPER_CLASSIFICATION|CLIENT_MATTER_ID[]
{#charges}
{invoice.date}|{invoice.number}|{client.number}|{law_firm_matter_id}|{invoice.total}|{invoice.start_date}|{invoice.end_date}|{invoice_description}|{line_item_number}|{inv_adj_type}|{line_item_number_of_units}|{line_item_adjustment_amount}|{line_item_total}|{line_item_date}|{line_item_task_code}|{line_item_expense_code}|{line_item_activity_code}|{timekeeper_id}|{line_item_description}|{law_firm_id}|{line_item_unit_cost}|{timekeeper_name}|{timekeeper_classification}|{client_matter_id}[]
{/charges}
Supported Custom LEDES Template Fields
The following fields can be used anywhere in the LEDES Template File, including within a charge group:
Firm Fields
firm.tax_id
firm.name
firm.billing_member.first_name
firm.billing_member.last_name
firm.billing_member.name
firm.billing_member.email
firm.billing_member.work_phone
firm.billing_member.billing_address.full_address
firm.billing_member.billing_address.address_1
firm.billing_member.billing_address.address_2
firm.billing_member.billing_address.city
firm.billing_member.billing_address.state
firm.billing_member.billing_address.zipcode
firm.billing_member.billing_address.country
Client Fields
client.number
client.name
client.first_name
client.last_name
client.email
client.phone
client.billing_address.full_address
client.billing_address.address_1
client.billing_address.address_2
client.billing_address.city
client.billing_address.state
client.billing_address.zipcode
client.billing_address.country
*Custom Fields*
Client custom fields can be utilized by including a field name with the following pattern: client.cf.{custom field field name}.
Example: (client.cf.date_of_birth)
Matter Fields
matter.name
matter.number
matter.description
*Custom Fields*
Matter custom fields can be utilized by including a field name with the following pattern: matter.cf.{custom field field name}.
Example: (matter.cf.claim_number)
Invoice Fields
invoice.number
invoice.date
invoice.due_date
invoice.total
invoice.subtotal
invoice.discount_amount
invoice.start_date
invoice.end_date
invoice.sequence
If an invoice is marked as "Final Bill?", this field will display "FINAL".
If an invoice is not marked as "Final Bill?" and there are no final invoices for a matter with invoice date before the current bill, this field will display "INITIAL".
ALL other cases, this field will display "INTERIM".
Example template for using invoice sequence
LEDES1998B[]
INVOICE_DATE|INVOICE_NUMBER|CLIENT_ID|LAW_FIRM_MATTER_ID|INVOICE_TOTAL|BILLING_START_DATE|BILLING_END_DATE|INVOICE_DESCRIPTION|LINE_ITEM_NUMBER|EXP/FEE/INV_ADJ_TYPE|LINE_ITEM_NUMBER_OF_UNITS|LINE_ITEM_ADJUSTMENT_AMOUNT|LINE_ITEM_TOTAL|LINE_ITEM_DATE|LINE_ITEM_TASK_CODE|LINE_ITEM_EXPENSE_CODE|LINE_ITEM_ACTIVITY_CODE|TIMEKEEPER_ID|LINE_ITEM_DESCRIPTION|LAW_FIRM_ID|LINE_ITEM_UNIT_COST|TIMEKEEPER_NAME|TIMEKEEPER_CLASSIFICATION|CLIENT_MATTER_ID[]
{#charges}
{invoice.date}|{invoice.number}|{client.number}|{law_firm_matter_id}|{invoice.total}|{invoice.start_date}|{invoice.end_date}|{invoice.sequence}|{line_item_number}|{inv_adj_type}|{line_item_number_of_units}|{line_item_adjustment_amount}|{line_item_total}|{line_item_date}|{line_item_task_code}|{line_item_expense_code}|{line_item_activity_code}|{timekeeper_id}|{line_item_description}|{law_firm_id}|{line_item_unit_cost}|{timekeeper_name}|{timekeeper_classification}|{client_matter_id}[]
{/charges}
The following fields must be used within a block of line items when separating charges into time and expenses:
{#time_entries}
{field}|{field2}...
{/time_entries}
{#expenses}
{field}|{field2}...
{/expenses}
Let us know if you have any questions.